Administrative Assistant

Duties This position may be assigned all or some of the following duties: Financial/Procurement Support Reviews accounting documents for accuracy and completeness (i.
e.
inventories, invoices/receiving documents, mess requisitions, etc.
).
Ensures proper authorization, correct account information and all other relevant information, such as source documents, before forwarding to the FFRSC for action.
Maintains in-house control log for purchase requests and BPA's.
Ensures BPA call sheets are attached to invoices.
Ensures procurement requests for NAF purchases include all necessary information, verifies accuracy and forwards to the procurement branch of the FRSC.
Responsible for knowing/implementing all changes in procedure, requirements, processing, etc.
as issued.
May be assigned as an approving official for site government purchase cardholders.
Assists in cash counts and local audits.
Assists the Cashier in the performance of duties as needed.
Responsible for the initial steps in the return check process.
May serve as POC for facilitating the distribution of Unit Allocation funds for site tenant commands, including establishing and maintaining a quarterly account of all fund deposits and withdrawals for each command.
Administrative Support Produces documents using a personal computer from handwritten or rough draft materials ensuring that the completed documents contain the proper format, content, grammar, spelling and punctuation, including memorandums, instructions and general correspondence.
Maintains electronic files of all finished products and provides via email as directed.
Files documents into an established system or creates new filing system as required.
Maintains suspense file for pending items and initiates follow-up action when necessary.
Establishes and maintains files for regional instructions, local standard operating procedures (SOP's) and other pertinent MWR guidance.
Answers phones, routes call and provides general patron and employee information to include tracking information for online customers and follow-up as needed.
Responsible for processing customer webstore orders via the online ordering system.
Routes incoming mail, reports and documents.
Prepares outgoing shipments for FedEx as required.
Employee Assistance Serve as the site travel coordinator.
Completes employee travel orders after a request has been approved.
Maintains records of submitted and liquidated standard forms and ensures follow-up action.
Responsible for collection of timekeeping documents from various sites.
Verifies for accuracy with KRONOS.
Requirements Conditions of Employment A valid State driver's license is required to operate motor vehicles.
Must have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer Must successfully pass the E-Verify employment verification check.
Any discrepancies must be resolved as a condition of employment.
Must have or be able to obtain and maintain a security clearance.
Must pass all applicable records and background check.
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 possesses the following: FACTOR 1.
KNOWLEDGE, SKILLS, AND ABILITIES 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, 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 written and verbal communication skills.
Must be able to complete finished reports and/or presentations with a minimum of corrections.
FACTOR 2.
SUPERVISORY CONTROLS Reports to the MWR Specialty Retail Manager who provides general guidance and instruction.
Employee executes continuing duties and responsibilities according to established office policies, procedures and guidelines, and is expected to be a self-starter and work with little supervision.
Work is reviewed in terms of overall accuracy, efficiency, effectiveness and conformance with the established policies.
Supervisor provides assignments, schedule, initial guidance and advice, evaluates performance, approves/disapproves leave and initiates disciplinary action.
FACTOR 3.
GUIDELINES Guidelines include DOD, and DON manuals, directives, regional instructions, regulations, laws and policy decisions and local SOP's.
Any application requiring more than a minor deviation from policy, or reflecting a situation not covered by policy, is referred to the supervisor for resolution.
FACTOR 4.
COMPLEXITY Tasks are generally repetitive and recurring in nature.
Guidelines are specific and clear, and supervisor is available for guidance.
Minor decision-making may be required at times.
FACTOR 5.
SCOPE AND EFFECT Attention to administrative details and provision of superior customer service directly reflects on the pride and professionalism of the MWR Department.
The incumbent's work is necessary for the smooth operation of information within the department and contributes to the overall efficiency of the activity.
Work contributes to the financial goals of the organization and the conduct of its business.
The incumbent is responsible for maintaining a professional demeanor and appearance, and to ensure documents are delivered to the appropriate personnel and time sensitive/confidential material is handled with appropriate care.
FACTOR 6.
PERSONAL CONTACTS/PURPOSE OF CONTACTS Personal contacts are with active-duty military members, authorized DOD civilian personnel, activity managers and staff members, bank personnel, and commercial suppliers and delivery personnel.
Contacts are for the purpose of educating, instructing, problem resolution and answering questions relating to cash receipts and deposits and to obtain information for use in a variety of internal reporting requirements.
FACTOR 7.
PHYSICAL DEMANDS/WORK ENVIRONMENT Half of the time in this position is sedentary and requires long periods of sitting when verifying cash and preparing bank deposits.
Half of the duties involve some prolonged driving and climbing of stairs.
The incumbent must have the ability to walk, stand, bend, push, pull and lift office supplies and boxes of apparel weighing up to 50 pounds unassisted.
Work is performed in an office setting with normal risks and discomforts associated within an office environment as well as in transit between buildings in all weather conditions.
The work area is well lighted, heated and properly ventilated.
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.
Benefits A career with the U.
S.
government provides employees with a comprehensive benefits package.
As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
Opens in a new windowLearn more about federal benefits.
Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated You will be evaluated for this job based on how well you meet the qualifications above.
All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements.
Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume.
Best qualified applicants will be referred to the hiring manager.
The selecting official may choose to conduct interviews.
Benefits A career with the U.
S.
government provides employees with a comprehensive benefits package.
As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
Opens in a new windowLearn more about federal benefits.
Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
Contact the hiring agency for more information on the specific benefits offered.
Required Documents As a new or existing federal employee, you and your family may have access to a range of benefits.
Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee.
You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
The following documents are required at the time of application: RESUME Proof of education/training: if applicable, provide a copy of your awarded/conferred college transcript(s) If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.
A.
disability letter, proof of service, etc.
) If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50 If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.
S.
Department of Education in order for it to be credited towards qualifications.
Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.
S.
Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply To be considered for this vacancy you must apply and complete the online questionnaire and submit the documentation specified in the Required Documents section above.
The complete application package must be submitted by 11:59 PM (EST) on 01/21/2024 to receive consideration.
To begin, click Apply to access the online application.
You will need to be logged into your USAJOBS account to apply.
If you do not have a USAJOBS account, you will need to create one before beginning the application.
To preview the Application Questionnaire, please click the following link: https://apply.
usastaffing.
gov/ViewQuestionnaire/12246801 It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date.
Additional information on how to complete the online application process and submit your online application may be found on the https://help.
usastaffing.
gov/Apply/index.
php?title=Applicant To verify or check the status of your application, log into your USAJOBS account.
Once logged in, the Welcome screen lists your applications, your application status and the date it was last updated.
For information on what each Application Status means, visit: https://www.
usajobs.
gov/Help/how-to/application/status DON is an Equal Employment Opportunity Employer.
All qualified candidates will receive consideration without regard to race, color, national origin, religion, sex, age, mental or physical disability, genetic information, reprisal, marital status, political affiliation, sexual orientation, or any other non-merit factor.
The DON provides reasonable accommodations to applicants with disabilities.
Applicants with disabilities who believe they may require reasonable accommodation(s) should email their request to MILL_HQ_NAF_HR.
FCT@navy.
mil to ensure proper consideration is given.
Agency contact information CNRMA NAF HRO Email midlantnafhr_rec.
fct@navy.
mil Address NAVSTA Great Lakes IL 530 B Farragut Ave.
FFFR Bldg.
27 Great Lakes, IL 60088 US Next steps Using the required qualifications of the position, a standardized rating and ranking criteria of knowledge, skills, and abilities will be used to screen and assess each application.
If you provided an email address, you will receive an email message acknowledging receipt of your application.
Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email.
Please notify us if your contact information changes after the closing date of the announcement.
Also, note that if you provide an email address that is inaccurate or if your mailbox is full or blocked (e.
g.
, Spam Blocker, etc.
), you may not receive important communication that could affect your consideration for this position.
Fair and Transparent The Federal hiring process is set up to be fair and transparent.
Please read the following guidance.
Equal Employment Opportunity (EEO) Policy Reasonable accommodation policy Financial suitability Selective Service New employee probationary period Signature and false statements Privacy Act Social security number request Required Documents The following documents are required at the time of application: RESUME Proof of education/training: if applicable, provide a copy of your awarded/conferred college transcript(s) If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.
A.
disability letter, proof of service, etc.
) If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50 If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.
S.
Department of Education in order for it to be credited towards qualifications.
Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.
S.
Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
Help This job is open to The public U.
S.
Citizens, Nationals or those who owe allegiance to the U.
S.
Clarification from the agency Please see the "Who May Apply" section under the Qualifications section.