Administrative Assistant 4

Ingalls Shipbuilding•Newport News, VA

13h•Onsite

About The Position

This position is for the Director Administrative Assistant of the Nuclear Propulsion Test Engineering Department. Coordinates critical administrative operations, including visitor access, employee badging, travel accounting, IT and facility requests, clinic scheduling, workflow processes, calendar management, events and employee recognition programs.

Requirements

High School/GED and 6 years of additional education and/or experience.
Possess or quickly obtain the training, qualification and/or experience with computer skills, administrative skills, or customer service skills required to execute the job efficiently.
Ability to use electronic systems to manage travel such as ADTRAV and REZDESK.
Adept in Microsoft Applications (Outlook/scheduling, Excel, PowerPoint, Visio (e.g., for organizational charts) and SharePoint
Scheduling / Microsoft Office

Nice To Haves

Knowledge and experience with NNS systems and protocols:
NNS Visitor Management System (VMS) System including forms (NN 9297)
NNS Workflow Management System (MyHR)
NNS Information Technology (IT) Request Systems - Computer User Access System (CUAS) and SMAX
NNS Travel Accounting Systems ADTRAV and REZDESK.
NNS Invoice Processing System – Process Director
NNS Facility Service Requests (FSRs)
NNS Drive-In tag Requests (NN 9297)
Obtaining Access Badges to SY or Naval Station locations (DBIDS, Red Badge, etc.)

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.
Coordinates critical administrative operations, including visitor access, employee badging, travel accounting, IT and facility requests, clinic scheduling, workflow processes, calendar management, events and employee recognition programs.
Scheduling and Coordinating Visitor Protocols (badging, parking, pick-up plans, etc.)
Managing Department Workflow Management includes maintaining employee reporting relationships and organizational hierarchy to ensure clear supervisory accountability.
Generate and/or process Information Technology (IT) Requests including but not limited to requests for computers, cell phones, and specific access needs.
Prepare and submit travel accounting documents as required for departmental travel (e.g., Pre-Trips/Travel Authorizations, Approvals, Booking and Expense Reports).
Invoice Processing – Process Director
Rewards and Recognition Coordination and Tracking – TAP / Long Service Awards / Engagement in Action – QTRLY EIA / Qualification Certificates
Providing food for working lunches
Payroll Adjustment Forms Processing
Security Clearance Form Processing
Facility Service Requests
Small event/staff meeting planning and minutes
Organization of Directorate Strategic Documents and Communications
Drive In tag Requests
Ability to plan meetings and document meeting minutes/actions
Scheduling / Microsoft Office
Clinic notices and communications
Badging Support (DBIDS, Red Badge, etc.)