Administrative Assistant

About the role

This Administrative Assistant position is located in the Retail Dining & Hospitality department, part of the U. S. Naval Academy's Non-Appropriated Fund Instrumentality (NAFI), Naval Academy Business Services Division (NABSD), Annapolis, Maryland.

The Administrative Assistant performs clerical, administrative, and customer service duties that support the efficiency, effectiveness, and productivity of the assigned department.

What you will do

• Provides comprehensive administrative support to management and staff across the assigned department.
• Creates forms, flyers and brochures; drafts and distributes communications to staff, NABSD and USNA contacts in regards to hours of operation, sales, facility notices, policy changes; upkeeps Standard Operating Procedures (SOPs); prepares payroll and other necessary reports to assist with budget preparation and tracking; handles incoming and outgoing mail.
• Performs additional administrative tasks as needed, varying based on the assigned department.
• Maintains both department-wide and manager-specific calendars; coordinates with various NABSD departments and other USNA contacts for projects and Midshipmen support events such as Plebe and Uniform Issue, Parents Weekends, Commissioning Week, etc; coordinates scheduling of safety inspections and reports incidents and mishaps to USNA Safety Office and NAF HR.
• Customer Service - Provides customer service to patrons, Midshipmen, USNA faculty and staff, and vendors in person, over the phone, and via email.
• Assists patrons with varied assistance such as answering questions about merchandise, consumables, or event details; and placing orders for shipment.
• Creates marketing materials and communications; verifies accuracy of information; distributes to NABSD- and USNA-wide audiences; serves as an expert source of information to answer questions and provide updates. - Inventory - Organizes office supplies, notifies purchasing POC of low inventory; may place orders as a purchase card holder.
• Assists with organizing and tracking procurement paperwork.
• Participates in cycle count and inventory procedures one day per month.
• Assist with processing damaged & defective merchandise in the POS system.
• Reporting & Data Analysis - Collects and organizes productivity and performance data.
• Maintains and updates Point of Sale (POS) and inventory information; prepares and distributes accurate daily sales reports.
• Tracks discrepancies and resolutions submitted by staff members.
• Compiles and consolidates data for management reports, ensuring clarity and consistency in reporting.
• Supports inventory accuracy through regular product reconciliation tasks.
• Prepares quarterly reports on commission events, including documentation and verification of proof of payment and internal records and compliance.
• Special Projects - Assists with the preparation and execution of USNA events such as I-Day/I-Day Minus One, Parents and Football Weekends, Prizes & Awards, on-location events, etc. Record Keeping - Maintains physical and digital records, maintains the department bulletin board, handles confidential and sensitive information, submits personnel and medical documentation to Human Resources, ensures proper procedures are followed to protect HIPPA and PII.
• Maintains safety files, reports safety and maintenance issues.
• Incumbent will be working with privacy act information.
• Timekeeping - Makes timecard entries in the payroll system, prepares payroll forms for approval, collects approved payroll documents for submission to Human Resources, and runs attendance reports as requested.
• May be called upon to assist with retail, cashier, and other duties, and for Midshipmen (mission) support events when needed.
• Attends off-site meetings and trade shows as needed.

How you will be evaluated

All applications and supporting documents will be reviewed to determine if they meet the hiring eligibility and KSA requirements listed in the announcement, and will be rated based on the information provided. Best qualified applicants will be referred to the hiring manager.

Documents you must provide

• The below items are accepted and may be needed to support a claimed preference.
• Resume (Not to exceed 2 pages) Cover Letter Transcript and/or Diploma ~ If using education screen-in for KSA #1 If Claiming NAF RPL (Non-Appropriated Fund Reemployment Priority): Most recent separation BBA SF50 (or equivalent) If Claiming Spousal Preference ~ Proof of Marriage and PCS Orders If Claiming Veterans Priority Consideration ~ DD-214 page 4 Current or Former Federal Employee ~ SF50 or equivalent

Benefits

Benefits include: Medical, Dental, Life, Long Term Disability Insurance; Health Savings Account (HSA); Flexible Spending Account (FSA); Automatic Retirement Enrollment, 401(k), Roth 401(k), and 401(k) Loan options; and Paid Vacation and Sick Leave Accrual.

What to expect next

All applicants must submit an application via the website, and will receive an email confirming submission.

Additional information

Note: Failure to provide the required information may result in loss of consideration for the position and elimination from the selection process. Applicants may be required to provide proof of education, complete a pre-hire health screening, etc. DON is an EEO employer.

All qualified candidates will receive consideration without regard to race, color, religion, sex, national origin, age, disability, marital status, political affiliation, or other non-merit factor. Reasonable accommodations may be provided to applicants with disabilities.

If reasonable accommodation is needed for any part of the application and hiring process, please contact the office that is collecting the applications. The decision on granting reasonable accommodations will be on a case-by-case basis.