Summary
This position provides essential administrative support to one of the Naval Academy Business Services Division's departments. The Administrative Assistant helps keep daily operations running smoothly by managing schedules, preparing documents, supporting customer service needs, and assisting with business processes such as payroll, purchasing, and inventory. The role offers steady, meaningful work in a team-focused environment that supports Midshipmen, staff, and visitors across the Academy.Major 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.Evaluations
All applications and supporting documents will be reviewed to determine if they meet the hiring eligibility and KSA requirements listed in the announcement, and will be rated based on the information provided. Best qualified applicants will be referred to the hiring manager.How to Apply
All applications must be submitted no later than NOON on the closing date via the Naval Academy Business Services website: https://www.usnabsd.com/about/careers/ Resumes must not exceed 2 pages.What to Expect Next
All applicants must submit an application via the https://www.usnabsd.com/about/careers/ website, and will receive an email confirming submission.Required Documents
The below items are accepted and may be needed to support a claimed preference. Resume (Not to exceed 2 pages) Cover Letter Transcript and/or Diploma ~ If using education screen-in for KSA #1 If Claiming NAF RPL (Non-Appropriated Fund Reemployment Priority): Most recent separation BBA SF50 (or equivalent) If Claiming Spousal Preference ~ Proof of Marriage and PCS Orders If Claiming Veterans Priority Consideration ~ DD-214 page 4 Current or Former Federal Employee ~ SF50 or equivalentBenefits
Benefits include: Medical, Dental, Life, and Long-Term Disability Insurance; Health Savings Account (HSA); Flexible Spending Account (FSA); Automatic Retirement Enrollment, 401(k), Roth 401(k), and 401(k) Loan options; and Paid Vacation and Sick Leave Accrual.Other 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.
