Administrative Assistant 3

Ingalls Shipbuilding•Newport News, VA

1d•Onsite

About The Position

Administrative assistant support is needed in E33 and SPYE. Currently, SPYE has only 1 administrative assistant (reporting to Gabe) and also overseeing a division of 465 personnel. E33 currently makes up almost 20% of SPYE and supports every submarine and carrier program at NNS and 3 offsite maintenance shipyards throughout the country. With E33 being the largest department in SPYE with 88 personnel (and additional plans for growth), another assistant is needed to help with day-to-day administrative tasking that is currently being performed by engineers, technicians, and designers. Adminstrative tasking is taking away from the engineers, technicians, and designers' primary focus in their programmatic AORs. Examples of these adminstrative tasks include: travel arrangements, expense reports, workflow updates (org chart maintenance), record coordination, qualification coordination, office services (sending/receiving mail, repro services), labor cost transfers, payroll requests, etc. Although an adminstrative assistant will be reporting to E33, the expectation would be to help the other departments within SPYE along with our current adminstrative assistant. This new assistant, along with our current assistant, will be located in B160 and B161 to work as a team for our department and division.

Requirements

High School/GED and 4 years of additional education and/or experience

Nice To Haves

Willingness to work in an industrial area and to report to B160-2
Experience in travel arrangements and expense reports (Chrome River/Adtrav)
Knowledge of Labor Cost Transfers, MyTime, Payroll (requests, policies, and procedures)
Proficient in Microsoft Office Applications - Excel, Outlook, Word, Power Point, Teams, Project
Experience in functional areas such as finance, human resources, purchasing
Experience in scheduling and coordination of multiple personnel
Understanding of Labor Resource Management, direct and indirect budget progressing, manning basis of estimates, maintain direct and indirect department’s charging codes

Responsibilities

Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail.
Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures.
Gathers, compiles and reports on information relevant to supervisors assignment.
May take and transcribe dictation.
Support the E33 Department Manager with the following: Excellent organization and communication skills - verbal, written, presentations.
Arrange and coordinate meetings, schedule appointments, and maintain calendar to ensure there are no scheduling conflicts, appointments are on-time.
Manage, document, and maintain the department records & budget (records coordinator).
Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, and proofreading.