Administrative Assistant

About the role

The Administrative Assistant serves as the principal office support to a Regional Program Manager/Director performing administrative duties in support of the work of a multi-faceted organization, where there is a system of internal procedures and administrative controls.

The immediate supervisor directs work through subordinate supervisors who have varying functions, relationships, and customer responsibilities, which places significant demands on the Administrative Assistant position. N94 CNRNW

What you will do

• MAJOR DUTIES Prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others.
• Returns material needing correction to the originator when necessary.
• Maintains tickler system.
• Screens and priorities correspondence, electronic mail and material prior to distribution for suspense dates, established controls, and follows up on responses.
• Ensures that correspondence is properly routed in a timely manner.
• Ensures that requirements for handling sensitive and/or classified material are accurately followed, where applicable.
• Schedules meetings, appointments, and conferences in accordance with instructions from supervisor.
• Prepares and distributes agenda and takes notes when directed.
• Sets up conference calls, staff functions, video conferencing and functions as the point of contact for conference calls using the bridge.
• Maintains supervisor's calendar and verifies schedule of others to minimize conflicts when scheduling meetings or conferences.
• Provides reminders of scheduled events and contacts other personnel to attend meetings in lieu of supervisor, when necessary.
• Receives visitors and phone calls.
• Accurately determines nature of request and refers callers or visitors to appropriate staff.
• Personally answers routine questions in a timely and accurate manner and provides accurate information when routine procedural matters are involved.
• Assists supervisor and staff with travel arrangements and travel vouchers.
• Uses a variety of office automation software in support of the organization and mission requirements including but not limited to: Completes backup of files and database systems Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports.
• Uses graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations.
• May be assigned to enter or report time and attendance data for non-appropriated fund or appropriated fund employees.
• Maintains an accurate file system of online and hard copy documents to enable quick and efficient retrieval of information.
• This is not an exhaustive list of duties

How you will be evaluated

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements.

Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

Documents you must provide

• Resume limited to 2 pages showing relevant experience (cover letter optional).
• For more guidance about the 2-page limit on resumes, visit here: Resume Requirements.
• Proof of education/training: if applicable, provide a copy of your awarded/conferred college transcript(s), if degree hasn't been conferred provide copy of HS Diploma, GED, or equivalent If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.) If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50 cent Personnel Action Report (PAR) or SF-50

What to expect next

Using the required qualifications of the position, a standardized rating and ranking criteria of knowledge, skills, and abilities will be used to screen and assess each application. If you provided an email address, you will receive an email message acknowledging receipt of your application.

Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email. Please notify us if your contact information changes after the closing date of the announcement.

Also, note that if you provide an email address that is inaccurate or if your mailbox is full or blocked (e.g., Spam Blocker, etc.), you may not receive important communication that could affect your consideration for this position

Additional information

Salary is dependent on experience and/or education. Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period.

Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States. Salary is dependent on experience and/or education.

This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes. Executive Order 12564 requires a Federal workplace free of illegal drugs.

According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Region Mid-Atlantic Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.