ADMINISTRATIVE ASSISTANT 4

Huntington Ingalls•Newport News, VA

2d•$59,000 - $74,000•Onsite

About The Position

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. This position is for the Director Administative 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

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

Setting up and maintaining files
Interviewing callers and making proper referrals
Arranging meetings and conferences
Receiving, referring, or answering mail
Reviewing drafts and finished documents for appropriate grammatical usage
Answering questions relating to office operations and established policies and procedures
Gathering, compiling and reporting on information relevant to supervisors assignment
Taking and transcribing dictation
Coordinating visitor access
Coordinating employee badging
Coordinating travel accounting
Coordinating IT and facility requests
Coordinating clinic scheduling
Coordinating workflow processes
Coordinating calendar management
Coordinating events
Coordinating 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
Rewards and Recognition Coordination and Tracking
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
Plan meetings and document meeting minutes/actions
Scheduling / Microsoft Office
Clinic notices and communications
Badging Support (DBIDS, Red Badge, etc.)