Administrative Assistant

About the role

This position is located within Commander, Mid-Atlantic Region, Fleet and Family Readiness Program. The purpose of this position is to provide a variety of administrative functions in support of the assigned site. This position is located at Naval Support Activity located in Portsmouth, VA.

What you will do

• Incumbent may perform some or all of the following duties as assigned:Financial/Procurement Support 50% Reviews accounting documents for accuracy and completeness (i.e. inventories, invoices/receiving documents, mess requisitions, etc.).
• Ensures proper authorization, correct account information and all other relevant information, such as source documents, before forwarding to the FFRSC for action.
• Maintains in-house control log for purchase requests and BPA's.
• Ensures BPA call sheets are attached to invoices.
• Ensures procurement requests for NAF purchases include all necessary information, verifies accuracy and forwards to the procurement branch of the FRSC.
• Responsible for knowing/implementing all changes in procedure, requirements, processing, etc. as issued.
• May be assigned as an approving official for site government purchase cardholders.
• Assists in cash counts and local audits.
• Assists the Cashier in the performance of duties as needed.
• Responsible for the initial steps in the return check process.
• May serve as POC for facilitating the distribution of Unit Allocation funds for site tenant commands, including establishing and maintaining a quarterly account of all fund deposits and withdrawals for each command.
• Administrative Support 30% Produces documents using a personal computer from handwritten or rough draft materials ensuring that the completed documents contain the proper format, content, grammar, spelling and punctuation, including memorandums, instructions and general correspondence.
• Maintains electronic files of all finished products and provides via email as directed.
• Files documents into an established system or creates new filing system as required.
• Maintains suspense file for pending items and initiates follow-up action when necessary.
• Establishes and maintains files for regional instructions, local standard operating procedures (SOP's) and other pertinent MWR guidance.
• Answers phones, routes call and provides general patron and employee information to include tracking information for online customers and follow-up as needed.
• Responsible for processing customer webstore orders via the online ordering system.
• Routes incoming mail, reports and documents.
• Prepares outgoing shipments for FedEx as required.
• Employee Assistance 20% Serve as the site travel coordinator.
• Completes employee travel orders after a request has been approved.
• Maintains records of submitted and liquidated standard forms and ensures follow-up action.
• Responsible for collection of timekeeping documents from various site managers Ensures proper supporting documents (leave and overtime/compensatory time sheets) are attached and all appropriate signatures have been obtained prior to forwarding.
• Ensures time sheets for APF personnel are properly completed and forwarded to the appropriate department.
• Performs other related duties as assigned.

Education

This position does not have a positive education requirement.

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

• The following documents are required at the time of application: Resume Proof of education/training/licensure: provide a copy of your awarded/conferred college transcript(s) and licensure as applicable 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 NOTE: Failure to provide the required documents may impact eligibility, qualifications determination.
• Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRMA Installations.
• This applies to everyone, including the following: but not all inclusive: Vendors Dependents aged 18 and older Service Providers Veterans with service-connected disabilities Contractors Visitors (includes visitors in same vehicle with CAC holder) Transportation services (taxi, limo, ride share) Agent, Assist, Aid, Care Giver Letters Au Pairs, Child Care Providers What are acceptable alternative forms of identification for base access?
• If you don't have a REAL ID-compliant driver's license, you can use one of the following: U.S. passport or passport card Military ID card (Common Access Card or CAC, DoD retired ID card) Permanent resident card (Green Card) Transportation Worker Identification Credential (TWIC) Enhanced Driver's License (EDL) Other forms of identification accepted by the Department of Homeland Security How can I obtain a REAL ID-compliant license?
• To obtain a REAL ID-compliant license, you'll need to visit your state's driver's license agency with the following documents: Proof of identity (e.g., birth certificate, passport) Proof of Social Security number (e.g., Social Security card) Two proofs of residency (e.g., utility bills, bank statements) Please follow the link below for more information in regards to READ ID for base access:***

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. 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 Installations 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. Some positions have special requirements.

Selection may be tentative pending the completion of these requirements. Applicants may be required to submit proof of education, participate in medical screening, drug testing, etc. All selections are contingent upon satisfactory employment reference checks. Employment is subject to successful National Agency Background Check.

Occupants of this position must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.