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Administrative Assistant - Department of the Navy - Patuxent River, MD

Summary

The Navy and Marine Corps team offers innovative, exciting and meaningful work linking military and civilian talents to achieve our mission and safeguard our freedoms. Department of the Navy provides competitive salaries, comprehensive benefits, and extensive professional development and training.


The mission of the Fleet and Family Readiness (FFR) Programs team is to maximize the physical, emotional and social development of the Navy family. FFR enables a ready Navy force through its Fleet Readiness, Family Readiness and Housing Programs. We service all non-appropriated fund (NAF) employees who work for Morale, Welfare and Recreation (MWR), Navy Gateway Inns & Suites (NGIS) and Bachelor Housing (BH) throughout the Fleet and Family Readiness Program for the Naval District Washington (NDW) Region.

Duties

Incumbent may perform any/all of the following duties as assigned:

• Serves as POC for facilitating the distribution of Unit Allocation Funds for site commands, including establishing, calculating and maintaining a quarterly account of all fund deposits and withdrawals for each command. Ensures receipts balance to the amount of each disbursement and that any remaining unused funds are returned to the MWR for deposit into the bank account.
• Assist with cash counts and local audits.  Serves as the alternate Central Cashier performing the full range of cashier’s duties, taking the deposits to the bank, and performance of other duties as needed.  NOTE:  If serving in the capacity as alternate Central Cashier when main cashier is absent, travel between NAS Pax River and NRC Solomons will be required.
• Reviews a variety of accounting documents, (i.e. inventories, Daily Activity Reports (DAR), invoices/receiving documents, mess requisitions, etc.) for accuracy and completeness.  Ensures all relevant information, such as proper authorization/required signatures, and correct account information is recorded on all source documents before forwarding to the Regional Accounting Office for action.
• Ensure receipt of activity BPA logs and forward to Regional Accounting Office.
• Assist with providing account information to the MWR Director, Activity Supervisors, Managers, and other Administrative Personnel.  Review documents for correct account information, accuracy, and completeness.
• Assist with data entry into various financial comparison spreadsheets at the assigned site.
• Assist with budget formulation and data entry into SAP.
• Responsible for numbering various documents and maintaining the in-house control logs for each.  The documents may include but are not limited to bills, passes, contracts, and promotional items.  This includes, buy one get one free coupons, Employee Free Movie Passes, CDC, and Youth payment receipts, Comic on Duty tickets, etc.  These are still numbered locally.
• Maintain in-house control log and copies of invoices, packing slips, and memos for Entertainment Tickets received and returned to vendors.  Issue tickets to activities and obtain the signature of the recipient.  Prepare and mail the appropriate mailing receptacle for tickets returned to a vendor.
• Maintain in-house overage and shortage control log of DAR Discrepancy Notices.  The log is to include the date the notice was issued and the date the Activity Manager and employee’s response was received.
• Maintain Vehicle Maintenance in-house control log to include the monthly mileage and purchase of maintenance item s for each vehicle.  Forward a copy of the log monthly to the Resource and Assets Department.
• Maintain Fuel Usage in-house control log for gasoline purchases for each vehicle.  Forward a copy of the log upon request and at the end of the fiscal year to the Resource and Assets Department.
• Maintain Civilian Membership Pass in-house control log using the customer sign- up sheet for daily memberships sold.  Forward a copy of the log to the Resource and Assets Department.
• Performs other related duties as assigned.

Travel Required

• Occasional Travel
• Required to travel between NAS Pax River and NRC Solomons when filling in for the Central Cashier

Relocation Authorized

• No

Job Requirements

Key Requirements

Qualifications

Must have a minimum 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, data base 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 MWR or government experience preferred.  Must possess excellent personal and customer service skills, and be able to provide changes to procedures and new requirements to a variety of management and support staff in a positive manner.  Must possess a professional demeanor, have the ability to make presentations, and successfully field questions from senior management, military command personnel, or customers.  Must be able to work with minimum supervision.



When filling in for the alternate central cashier, daily travel between NAS Pax River and NRC Solomons will be required.
Ability to satisfactorily complete background investigation - National Agency Check with Written Inquires (NACI), upon hiring and renew every 5 years.

Security Clearance

Public Trust - Background Investigation

Apply

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