Administrative Assistant (Commercial Activities)

Summary

This position is located within Commander, Mid-Atlantic Region, Fleet and Family Readiness Program Support Services (N94) Commercial Activities Program (Marketing & Sponsorship). The purpose of this position is to oversee and coordinate the various administrative requirements in support of daily business operations.

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Duties

Administrative Support 50%

Manages paid requests for marketing support from submission through to completion to include: logging into a monthly database, assigning to graphic artists, communication with customer, logging out when completed, tracking the status, shipping, filing hard copies for reference, and generating monthly invoices for customer payment. Serves as the main customer service liaison for questions relating to non-traditional items for MWR and CYP as well as paid requests for Fleet & Family Support Centers & Navy Housing, CNIC Navy Lodging Program and Navy Exchange. Establishes weekly reports of paid job requests completed, late or have approaching deadlines. Maintains filing systems, and may be required to establish additional filing systems as directed.

Administers a variety of office functions to include the development and maintenance of databases and filing systems to include MOA invoices, paid work requests, inventory, vehicle usage/surveys, Fleet Card, and annual contracts (i.e. UPS, XEROX, Verizon, EZ Pass, etc.). Ensures completion, accuracy and timeliness of all reporting requirements as well as timely and correct data entry for appropriate payroll interface (KRONOS). Answers phones, routes incoming calls as necessary, and provides general patron and employee information. Routes incoming mail reports and documents.

Oversees yearly inventory and the physical asset listing, ensuring it is up-to-date and property is surveyed in accordance with regulations, changes are appropriately documented and Support Services Business Office is provided with all required documentation to include requests for DRMO or transfer.

Financial / Procurement Support 50%

Evaluates, prioritizes and facilitates the flow of work into the commercial activities program. Serves as a credit card holder for the program and verifies monthly credit card statements to ensure authorization, signatures and receipts are obtained in advance of purchase. Ensures monthly vehicle log/reports are accurate and completed in a timely manner. Performs product research, prepares purchase requests, statements of work (SOW) and requests for pay (RFP) for the procurement and payment of services and goods, schedules training, reviews accounting documents (i.e., inventory, vehicle spreadsheets, invoices, receiving documents, etc.) to ensure accuracy and completeness. Ensures documentation includes proper authorization, correct account information, signatures and all other relevant information is included on the source documents before forwarding to the Support Services Business Office for action. Responsible for maintaining, initiating and complying with all changes in policy as dictated by the Support Services Business Office. Performs any other related duties as assigned.

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Requirements

Conditions of Employment

Must pass all applicable records and background check. Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment. Must possess and maintain a current driver's license as travel may be required in the performance of duties.

Qualifications

Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs.

A qualified candidate possess the following

Must have a minimum two (2) year's documented experience in administrative functions, to include: excellent typing skills, ability to use a personal computer with specific ability with word processing, spreadsheet, database, and presentation software--Microsoft Word, Excel, Access and PowerPoint strongly preferred. Must possess a thorough knowledge of English grammar, spelling, capitalization, and punctuation. Must be familiar with pertinent accounting procedures, billing processes, purchasing and requisitioning procedures. Must be familiar with document filing and retrieval systems, and have the ability to accurately maintain filing systems.

Must possess excellent written and verbal communication skills. Must be able to complete finished reports and/or presentations with a minimum of corrections. Previous directly related NAF/APF experience preferred. Must possess excellent personal and customer service skills, and be able to provide changes to procedure and new requirements to a variety of management and support staff in a positive manner. Must possess a professional demeanor, and have the ability to make presentations, and successfully field questions from senior management, military command personnel, or customers.

Education

This position does not have a positive education requirement.

Additional information

Salary is dependent on experience and/or education.

Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States. Salary is dependent on experience and/or education.

This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Installations Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.

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Commander, Navy Region Mid-Atlantic - Navy NAF HRO

1200 Fechteler Road

Norfolk, VA 23505

US