OPERATIONS SPECIALIST (SHIP STORES)

NEXCOM•Norfolk, VA

About The Position

The Operations Specialist (Ship Stores) provides guidance and assistance to forces afloat on ship’s store retail operations and helps execute the Ship’s Store Merchandising Program. The position maintains merchandise contract catalogs and listings, procures resale merchandise for ships, and provides quality assurance for command policies and procedures related to ship’s store retail operations. It also reviews Government Purchase Card (GPC) workload and assignments to cardholders and serves as Approving Official for NWCF GPC transactions. The incumbent reconciles monthly GPC statements, reviews transactions for accuracy and completion, submits payment authorizations to DFAS, maintains GPC records, and conducts audits. The role supports customers and procurement activities, serves as a Contracting Officer’s Representative for NEXCOM ship stores merchandise contracts, reviews ship’s store operations and publications, develops work schedules and priorities, and provides technical guidance. It also develops fleet basic stock listings, reviews ship purchase orders, analyzes operational problems, coordinates with fleet and other authorities, and maintains ship’s store line-item databases and reporting applications. The position operates independently within program objectives and procedures established by NEXCOM and other authorities, under the technical supervision of the Program Manager, Ships Stores Program, NEXCOM headquarters. Work is reviewed for regulatory and procedural compliance and overall operational efficiency. The incumbent must obtain a favorable ANACI, pass a background investigation, meet base-access requirements, maintain a Government Purchase Card warrant, and submit an annual OGE450 financial disclosure report. Failure to meet the stated requirements may result in termination of employment.

Requirements

A total of seven years of experience, consisting of three years of general experience and four years of specialized experience, subject to the stated education substitution for general experience.
General experience in administrative, merchandising, or similar work that provides knowledge of merchandising, management, appropriate fund accounting, and procurement procedures.
Alternatively, academic study above high school may substitute for general experience at one year of study for nine months of experience, up to a four-year bachelor’s degree substituting for three years of general experience.
Four years of responsible specialized experience providing a background in operations management and appropriate fund procurement and accounting procedures.
Level II Simplified Acquisition certification, or the ability to acquire and maintain it within one year of employment.
Ability to obtain a favorable Access National Agency Check and Inquiries (ANACI), pass a background investigation, and meet all base access requirements.
Ability to secure and maintain a warrant authorizing use of a Government Purchase Card.
Submit an Executive Branch Confidential Financial Disclosure Report (OGE450) annually.
Ability to work independently with limited guidance and operate within established program objectives and procedures.
Ability to use database, spreadsheet, and word-processing software.

Responsibilities

Reconcile monthly GPC statements in ERP, review cardholder work in U.S. Bank and ERP, and submit payment authorization to DFAS.
Create and maintain GPC program forms, documents, logs, journals, and reports, and audit transactions in preparation for the 18-month Fleet Logistic Center audit requirement.
Monitor urgent requirements and advise customers on procurement packages, market research, requirement identification, and procurement matters.
Survey customers, evaluate feedback, recommend program improvements, report concerns to the Program Manager, and resolve customer complaints and problems.
Assist the procurement director with requisitions, work with vendors to resolve payment problems, obtain vendor contracts, and follow up on incomplete contractual agreements.
Act as Contracting Officer’s Representative for NEXCOM ship stores contracts related to merchandise for resale.
Review ship’s store procurement procedures, pricing, promotions, displays, cash handling, accountability controls, security, contract administration, vendor relations, receipt and inspection procedures, and implementation of governing manuals and directives.
Identify deficiencies, recommend corrections, revise ship’s store publications to reflect current policy and procedures, and provide quality assurance review of other publications.
Develop goals and schedules, assign work and priorities, answer questions, and provide technical decisions within established policy guidelines.
Review subordinate personnel’s activities and work for performance efficiency, accuracy, and compliance; conduct communications and on-site reviews as appropriate.
Produce fleet basic stock listings and determine appropriate items and quantities using established guides and ships’ consumption factors.
Provide technical guidance on merchandise quality assurance and economical operations.
Analyze problems and deficiencies reported by ships or found during management reviews and recommend changes to relevant manuals.
Review ship purchase orders for non-listed merchandise, assess propriety and value, and return improperly prepared or unauthorized orders with corrective guidance.
Maintain liaison with Fleet and Type Commanders, Navy Purchasing Officers, Fleet Accounting and Disbursing Centers, and other cognizant activities regarding ship’s store problems.
Serve as liaison between Ship Store Military Representatives and local salespeople, identify salespeople, and provide clearance for shipboard access.
Review new merchandise presented by salespeople for quality and explain the procedures for authorization.
Assist with quality assurance surveys of received merchandise when requested.
Maintain and update the personnel computer-based database of ship’s store line items; verify data and recommend system updates and improvements.
Use database, spreadsheet, and word-processing software to develop and execute applications for collecting, analyzing, and reporting ship’s store merchandising data.
Perform other related duties as assigned.