Administrative Assistant

Job Title

Financial/Procurement Support 50%

Reviews accounting documents for accuracy and completeness (i.e. Inventories, Daily Activity Reports (DAR), invoices/receiving documents, mess requisitions, etc). Ensures proper authorization, correct account information and all other relevant information, such as source documents, before forwarding to the Central Accounting Office for action. Maintains In-house control log for purchase requests and BPA's. Enters purchase documents in financial accounting system and tracks documents to maintain proper balance. Ensures procurement requests for APF and NAF purchases include all necessary information and forwards to the procurement branch of the Central Accounting Office. Responsible for knowing/implementing all changes in procedure, requirements, processing etc. as issued. Reviews procurement documents for accuracy and completeness. Ensures BPA call sheets are attached to invoices. Verifies monthly IMPAC credit card statements to ensure authorization signatures are present and back up receipts are attached. May be assigned as an approving official for functional/site government purchase cardholders. Assists in cash counts and local audits. Assists the Central Cashier in the performance of duties as needed. Responsible for the initial steps in the return check process, making initial contact and providing continued research and follow up. May serve as POC for facilitating the distribution of Unit Allocation funds for site tenant commands, including establishing and maintaining a quarterly account of all fund deposits and withdrawals for each command.

Administrative Support 30%

Produces documents using a personal computer from handwritten or rough draft materials ensuring that the completed documents contain the proper format, content, grammar, spelling and punctuation, including memorandums, instructions, position descriptions, etc. Maintains electronic files of all finished products, and provides via email as directed. Provides limited guidance to program managers on administrative policies, procedures and practices and may represent the business office in administrative matters both within and outside the immediate office. Files documents into an established system. or creates new filing system as required. Maintains suspense file for pending items and initiates follow-up action when necessary. Establishes and maintains files for regional instructions, local standard operating procedures (SOP's) and other pertinent program guidance. Answers phone, routes calls and provides general patron and employee information. Routes incoming mail, reports and documents. Transfers documents between offices, and personally delivers time sensitive and other routine documents directly to the Central Accounting Office (CAO), Regional NAF Personnel Office or other navy facilities as necessary.

Employee Assistance 20%

Serves as the functional/site training/travel coordinator. Completes employee training forms (1556) and travel orders after a request for training has been approved. Maintains records of submitted and liquidated Standard forms and ensures follow-up action. Responsible for preparation and/or collection of personnel action requests and/or timekeeping documents from various site managers. Ensures proper supporting documents (leave and overtime/compensatory time sheets) are attached and all appropriate signatures have been obtained prior to forwarding. Ensures time sheets for APF personnel are properly completed and forwarded to the appropriate department. Performs other related duties as assigned.