Administrative Assistant

Duties

Administrative duties may include, but not limited to: drafting personnel actions, preparing Human Resources forms, designing forms, maintaining business calendar and manager's calendar, support in using 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, preparing productivity data, organizing mail, maintaining safety files, reporting safety and maintenance issues, and providing customer service support. Additional duties may include:

• Process vendor invoices, processes and maintains accounts payable and receivable invoices, maintains operating expense file, employee meal document, prepares documents necessary to assist in completing the billing process.
• Prepares initial payroll detail for management's signature, processes time and attendance reports.
• Provides support to management, which may include organizing and ordering inventory and supplies, maintains inventory labels, attending off-site meetings and trade shows, and may be a receiving agent or purchase card holder.
• Provides support as needed for online services, shopping card, engraving, crests, awards program, special events, brochure design, operates digital camera, vending orders, processes special events documents, may participate in Midshipmen (mission) support events.
• Responsible for Point of Sale (POS) information. Assists management on maintaining department SOP's.
• Prepares daily reports, maintains discrepancy logs for sales store clerks after resolution, runs daily sales reports, and maintains ongoing logs, consolidates information for management POS reports. Performs reconciling duties on product and cash counts, assists with retail and cashier duties when needed. Reports quarterly, documentation of commission events and proof of payments.
• Communicates timekeeping procedures to staff, documents and tracks hours worked, prepares federal documents for Management authorization, maintains department bulletin board, provides documents to Human Resources.
• Performs other duties as assigned.

Requirements

Conditions of employment

• Must be able to obtain and maintain a 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 - We are an E-Verify participant
• Probationary period: Full 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
• Participation in Direct Deposit
• Must maintain the privacy of official work information and data, and demonstrate the highest level of ethical conduct.

Qualifications

In order to meet the basic requirement of the Administrative Assistant position, NF-0303-03, you must meet the following requirement:
One (1) year of specialized experience providing administrative and clerical support in a professional office or retail business environment that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Assistant, and that is typically in or related to the position to be filled. Specialized experience may include, but is not limited to: customer service; data entry; use of Microsoft Office applications; preparing and processing administrative documents such as timekeeping, payroll, invoices, purchase order, and business records, etc.

YOU WILL BE RATED ON THE FOLLOWING KNOWLEDGE, SKILLS, AND ABILITIES (KSAs) FOR THIS POSITION:

Experience and proficiency with Google Suite, Microsoft Office Suite. Experience with Point of Sale (POS), InDesign, Illustrator, Adobe Photoshop is preferred.

Customer service experience operating in a professional and courteous manner. Experience in Retail preferred.

Experience with data entry and maintaining records.

Experience receiving merchandise and/or performing logistical duties.

Additional information

Note: Failure to provide the required information may result in loss of consideration for the position and elimination from the selection process. Applicants may be required to provide proof of education, complete a pre-hire health screening, etc. DON is an EEO employer. All qualified candidates will receive consideration without regard to race, color, religion, sex, national origin, age, disability, marital status, political affiliation, or other non-merit factor. Reasonable accommodations may be provided to applicants with disabilities. If reasonable accommodation is needed for any part of the application and hiring process, please contact the office that is collecting the applications. The decision on granting reasonable accommodations will be on a case-by-case basis.