ADMINISTRATIVE ASSISTANT

NEXCOM • Newport, RI

5d

About The Position

Performs administrative support functions requiring general knowledge of the organization and the functions supported. The role supports activity department programs and initiatives, often requiring research and coordination across a variety of sources to obtain information and achieve desired results. Duties also include clerical, office administration, data entry, purchasing, records maintenance, database support, and reporting.

Requirements

• One year of responsible general office clerical experience demonstrating the ability to perform clerical duties satisfactorily.
• One year of responsible experience performing clerical, secretarial, or administrative support duties, or experience in a generally related area demonstrating the ability to perform the work of the position.
• Six months of successfully completed academic study above the high school level may substitute for six months of experience toward the general experience requirement.

Responsibilities

• Supports activity department programs and initiatives through research and coordination of information from a variety of sources.
• Reviews incoming correspondence, invoices, reports, and other materials; handles routine issues and inquiries within assigned authority and refers technical or nonroutine matters to the appropriate associate.
• Prepares correspondence, reports, presentations, and background information using spreadsheet, graphics, and word-processing software.
• Performs office administrative functions, which may include maintaining leave records and timecards, ordering supplies, making travel arrangements, scheduling appointments, typing correspondence, and tracking department expenditures and budgets.
• Receives batches of documents, selects the appropriate data-entry program, and transcribes information from source documents according to instructions.
• Provides direction to other operators as required and identifies omissions in data, resolving them or bringing them to a supervisor’s attention.
• Maintains office records and files and orders office supplies according to established procedures.
• Develops and tracks purchase orders, receives vendor invoices, reviews them for accuracy, updates records, forwards them for processing, and resolves disputes or inaccuracies.
• Creates draft presentation materials and forwards them to the appropriate office for review and finalization.
• Maintains an internal division database of operating data, updates system data, prepares reports, assigns passwords, and provides user assistance.
• Sorts and distributes mail and maintains related controls according to established procedures.
• Prepares reports for and from supported offices and activities, including Navy Lodges, and submits them to the appropriate office.
• Performs other related duties as assigned.

Benefits

• Federal healthcare benefits, dental coverage, and vision coverage, with benefits beginning on the first day.
• 401(k) and pension plan options.
• Paid time off accrual beginning on the first day.
• Tuition reimbursement program.
• Continuity programs for military spouses.
• Eligibility for Public Service Loan Forgiveness after qualifying years of service.
• Tax-free shopping worldwide at Navy Exchange locations.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED