ADMINISTRATIVE ASSISTANT

NEXCOM•Virginia Beach, VA

About The Position

Performs administrative support functions requiring a general knowledge of the organization and functions supported. Performs duties in support of activity department programs and initiatives which often require research and coordination of a variety of sources to achieve the information and or results desired.

Requirements

One year of responsible general office clerical experience that demonstrated the ability to perform clerical duties satisfactorily.
One year of responsible experience in the performance of clerical, secretarial, or administrative support duties or experience in a generally related area that demonstrated the ability to perform the work of the position.

Nice To Haves

Six months of successfully completed academic study above the high school level may be substituted for six months of experience to satisfy general experience requirements.

Responsibilities

Reviews incoming correspondence, invoices, reports, etc.
Handles routine issues and inquiries on own initiative and within assigned scope of authority.
Identifies and refers technical and non-routine matters to appropriate associate for action.
Prepares correspondence, reports, presentations, background information, etc., utilizing a variety of spreadsheet, graphics, and word processing software.
Performs office administrative functions which may include maintaining leave records, timecards, ordering supplies, making travel arrangements, scheduling appointments, typing correspondence, tracking department expenditures and budgets, and managing correspondence.
Receives and obtains batches of documents, selects appropriate data entry program, and transcribes information from source documents in accordance with instructions.
Provides direction to other operators as required.
Remains alert to omissions in data furnished, resolving and/or calling same to the attention of the supervisor who will make the necessary contacts with the originator to obtain the missing data.
Maintains office records and files.
Orders office supplies following established procedures.
Develops purchase orders (PO), tracks POs, and receives invoices for POs from vendors for merchandise and/or equipment.
Reviews purchase orders and invoices for accuracy, updates records, and forwards to the appropriate office for processing.
Resolves disputes and inaccuracies.
Creates draft presentation materials and forwards to the appropriate office for review and finalization.
Maintains internal division database of operating data, updates data in the system, prepares reports, assigns passwords, and provides user assistance.
Sorts and distributes mail, maintains controls following established procedures.
Prepares a variety of reports from and for supported offices, activities, Navy Lodges, etc., and submits to the appropriate office.
Performs other related duties as assigned.