Administrative Assistant

This position is located within Commander, Mid-Atlantic Region, Fleet and Family Readiness Program at Naval Support Activity in Portsmouth, VA.

Responsibilities

• Financial/Procurement Support (50%)
  • Reviews accounting documents for accuracy and completeness (e.g., inventories, invoices/receiving documents, mess requisitions).
  • Ensures proper authorization, correct account information, and all relevant details before forwarding to the FFRSC for action.
  • Maintains in-house control log for purchase requests and Blanket Purchase Agreements (BPAs).
  • Ensures BPA call sheets are attached to invoices.
  • Verifies procurement requests for NAF purchases include all necessary information, checks accuracy, and forwards to the procurement branch of the FRSC.
  • Implements all changes in procedures, requirements, or processing as issued.
  • May serve as an approving official for site government purchase cardholders.
  • Assists in cash counts and local audits.
  • Supports the Cashier in performing duties as needed.
  • Handles the initial steps in the return check process.
  • May serve as the Point of Contact (POC) for distributing Unit Allocation funds for site tenant commands, including maintaining a quarterly account of all fund deposits and withdrawals.
• Administrative Support (30%)
  • Produces documents using a personal computer from handwritten or rough draft materials, ensuring proper format, content, grammar, spelling, and punctuation.
  • Maintains electronic files of all finished products and provides them via email as directed.
  • Files documents into an established system or creates new filing systems as required.
  • Maintains a suspense file for pending items and initiates follow-up action when necessary.
  • Establishes and maintains files for regional instructions, local Standard Operating Procedures (SOPs), and other pertinent MWR guidance.
  • Answers phones, routes calls, and provides general patron and employee information, including tracking information for online customers.
  • Processes customer webstore orders via the online ordering system.
  • Routes incoming mail, reports, and documents.
  • Prepares outgoing shipments for FedEx as required.
• Employee Assistance (20%)
  • Serves as the site travel coordinator, completing employee travel orders after approval.
  • Maintains records of submitted and liquidated standard forms and ensures follow-up action.
  • Collects timekeeping documents from various site managers.
  • Ensures proper supporting documents (leave and overtime/compensatory time sheets) are attached and all appropriate signatures are obtained before forwarding.
  • Ensures time sheets for APF personnel are properly completed and forwarded to the appropriate department.
• Performs other related duties as assigned.

Requirements

• Must pass all applicable records and background checks.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must possess and maintain a current driver’s license, as travel may be required.
• Subject to frequent walking, standing, and bending while obtaining materials from files and assisting with work in assigned areas.
• Will lift office supplies and packages delivered to the office, not exceeding 25 pounds.
• 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.

Qualifications

• Minimum of 2 years of documented experience in administrative functions.
• Excellent typing skills and ability to use a personal computer, with proficiency in Microsoft Word, Excel, Access, and PowerPoint strongly preferred.
• Thorough knowledge of English grammar, spelling, capitalization, and punctuation.
• Familiarity with accounting procedures, billing processes, purchasing, and requisitioning procedures.
• Experience with document filing and retrieval systems, and ability to accurately maintain filing systems.
• Strong written and verbal communication skills.
• Ability to complete finished reports and presentations with minimal corrections.
• Previous MWR/VQ or government experience preferred.
• Excellent personal and customer service skills, with the ability to communicate procedural changes and new requirements positively.
• Professional demeanor, with the ability to make presentations and field questions from senior management, military command personnel, or customers.
• Ability to work with minimum supervision.

This position does not have a positive education requirement.

Additional Information

• Executive Order 12564 requires a Federal workplace free of illegal drugs. All Federal employees must remain drug-free throughout their employment. The use of illegal drugs will result in penalties up to and including removal from Federal Service.
• Some positions have special requirements, and selection may be tentative pending completion of these requirements (e.g., proof of education, medical screening, drug testing).
• All selections are contingent upon satisfactory employment reference checks and successful National Agency Background Check.
• Occupants must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.

Benefits

Review our benefits.