Administrative Assistant

Secret Naval Academy, MD (On-Site / Office)

The incumbent will provide administrative and clerical assistance to the GM and management staff as needed to support the everyday business operation. May include, but not limited to : drafts personnel actions, supports in preparing Human Resources forms, designs forms, responsible for business calendar, support in using department's security system, handles confidential and sensitive information, emails and communicates employee schedules, sends notices to staff, assists with budget preparations, prepares purchase orders, purchases materials, may be the point of contact for certain situations, maintains manager's calendar, prepares productivity data, organizes mail, maintains safety files, reports safety and maintenance issues, and provides 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 bag deposits and any other documents necessary to assist in completing the billing process. Prepares initial payroll detail for management's signature, processes time and attendance reports for employees. Provides support to management, may include organizing and ordering inventory, supplies, maintains inventory labels, and may be a receiving agent. 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 be called upon for Midshipmen (mission) support events. Assists management by attending off-site meetings and trade shows, assist in tickets sales, may be a purchase card holder. 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 when needed, maintains department bulletin board, forwards personnel and medical documents to Human Resources. Coordinate all aspects of travel to include process travel requests, coordinate travel arrangements and ensure timely completion of travel claims. Performs other duties as assigned by Department Manager.

Requirements Conditions of Employment :

• 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

Qualifications :

KNOWLEDGE, SKILLS and ABILITIES (KSAs) requirements for this position are as follows : Your application must include narratives for each KSA, using specific examples to demonstrate your qualifications and experience.

Education : See KSA #1

Additional Information : Failure to provide the required information may result in loss of consideration for the position and elimination from the selection process. Please be advised that applications received after Noon on the closing date listed above will not be considered. Some positions have special requirements. In these cases, selection is tentative pending satisfactory completion of said requirements. Applicants may be required to provide proof of education, complete a pre-hire health screening, etc. All selections are contingent on obtaining satisfactory employment reference checks. We are an E-Verify participant. Please be informed that applicants will be required to submit a federal government background check. As a condition of employment, the selectee will be required to participate in direct deposit as specified in the negotiated agreement. Occupants of this position must maintain the privacy of official work information and data, and demonstrate the highest level of ethical conduct. 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 are 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.