U.S. Department of the Navy is hiring: Administrative Assistant in Annapolis

Overview

As Administrative Assistant, the incumbent provides administrative and clerical assistance to the General Manager (GM) or head of the NABSD department. The incumbent performs secretarial, customer relations and general support duties that support the efficiency, effectiveness, and productivity of the department.

Responsibilities

• Provide administrative and clerical assistance to the GM and management staff as needed to support the everyday business operation, including drafting personnel actions, supporting in preparing Human Resources forms, designing forms, managing the business calendar, supporting the department\'s security system, handling confidential and sensitive information, emailing and communicating employee schedules, sending notices to staff, assisting with budget preparations, preparing purchase orders, purchasing materials, serving as the point of contact for certain situations, maintaining the manager\'s calendar, preparing productivity data, organizing mail, maintaining safety files, reporting safety and maintenance issues, and providing customer service support.
• Process vendor invoices, maintain accounts payable and receivable invoices, maintain operating expense files, manage employee meal documents, prepare bag deposits and other documents necessary to assist in completing the billing process.
• Prepare initial payroll detail for management\'s signature and process time and attendance reports for employees.
• Provide support to management, including organizing and ordering inventory, maintaining inventory labels, and acting as a receiving agent.
• Provide support as needed for online services, shopping card, engraving, crests, awards program, special events, brochure design, operate a digital camera, vending orders, process special events documents, and support Midshipmen (mission) support events.
• Assist management by attending off-site meetings and trade shows, assist in ticket sales, and may be a purchase card holder.
• Responsible for Point of Sale (POS) information and assist management on maintaining department SOPs.
• Prepare daily reports, maintain discrepancy logs for sales store clerks after resolution, run daily sales reports, maintain ongoing logs, consolidate information for management POS reports, perform reconciling duties on product and cash counts, assist with retail and cashier duties when needed, and report quarterly, documentation of commission events and proof of payments.
• Communicate timekeeping procedures to staff, document and track hours worked, prepare federal documents for Management authorization when needed, maintain department bulletin board, and forward personnel and medical documents to Human Resources.
• Coordinate all aspects of travel, including processing travel requests, coordinating travel arrangements and ensuring timely completion of travel claims.
• Performs other duties as assigned by Department Manager.

Qualifications

• Must obtain and maintain a secret security clearance – requires 18 years of age
• Males born after December 31, 1959 must be registered for Selective Service
• Verification of employment eligibility in the United States is required
• Probationary period: Full Time and Part Time employees serve a one-year probationary period
• U.S. Citizenship is required for Tier 3 Positions
• Must be able to understand and communicate in English