Administrative Assistant

The Administrative Assistant will provide advice and guidance on subjects related to administrative and information management while balancing administrative workload. If you can work under limited supervision while demonstrating strong customer service, professional oral and written communication, organizational skills, attentiveness to detail, follow policies and procedures, and the ability to accomplish the below responsibilities successfully, then you may be the perfect candidate for this position.

Responsibilities:

• Provide direct administrative support in planning, scheduling, developing agendas/briefs, participating in onsite/offsite meetings, official events, conferences, and assist with training actions.
• Utilize local, Department of Navy and Department of Defense systems and databases, MS Word, Excel, and PowerPoint to track and manage all personnel and administrative actions.
• Maintain suspense systems and track actions for completion; assist with developing and initiating administrative methods and procedures concerning high interest items, flow of information, and processing of action packages.
• Oversee and maintain office calendars; assist other administrators in making appointments and arranging meetings; research and resolve administrative issues and complaints; and follow-up to ensure complete and quality resolutions.
• Assist with planning and implementing visits involving distinguished visitors, guests, or large groups; make necessary travel arrangements, process badging/visitor access requests ensuring Protocol Office is informed, and any support required to host distinguished visitors.
• Assist with travel arrangements for supported personnel using the Defense Travel System and assist with travel voucher problems.
• Use multiple office software/database applications for collecting information to produce a wide range of documents and to use the software/database to create, edit, copy, store, retrieve, sort or calculate, and present various types of information collected for reporting purposes.
• Perform quality assurance check for all products produced to ensure accuracy and compliance with standards and directives.
• Maintain the Command Operations Guide (COG) site ensuring accurate and up-to-date information is published.
• Ensure competency/department files and records are maintained in accordance with Records Management directives/policies.
• Receipt for, control, and safeguard incoming and outgoing correspondence, files, mail, and packages; sort and deliver mail/packages to offices while maintaining accountability logs.
• Utilize various systems for personnel onboarding or moves, prepare documentation to request additional resources to include furniture/supplies, request computer and telecom assets, and assist supervisors with checking out personnel departing the command.
• Assist the Human Resources staff to prepare, staff, and track personnel packages and provide clarifying or additional information when required and maintain hiring action trackers.
• Assist with timekeeping duties using the Navy Enterprise Resource Planning (NERP) system by entering time for supported personnel when required while verifying time entries made in NERP.
• Process conference attendance requests to ensure compliance with NIWC Atlantic policy and assist with Department of Navy approval process; track actions utilizing TV5 and DON Tracker or any subsequent technologies as they emerge, by assigning, monitoring, and closing out action items; and provide direct administrative support to the Executive Office as needed.
• Coordinate/prepare conference rooms to support meetings, conferences, and events; arrange tables and chairs, operate petitions to provide appropriate space based on number of attendees.
• Assist with scheduling facility maintenance and cleaning services for onsite facilities.
• Perform other associated assigned duties involving administrative support.

Required Qualifications:

• Favorable Determination eligibility required
• Strong customer service skills
• Professional oral and written communication skills
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint
• Efficient time management skills
• Proficient in organizing and maintaining files and databases in a confidential manner
• Strong attention to detail
• Effective problem-solving skills
• Strong team player

Education: Associate Degree in Business or Computer Science

Experience: Four (4) years of experience encompassing above experience, and to include: word processing, spreadsheet development, documenting management issues, financial analysis, data collection, report processing, brief presentation, read milestone schedules and send and receive emails. Two (2) years of work experience shall be within DoD. Note: Experience may be concurrent.

OR

Education: High School Diploma or GED.

Experience: Eight (8) years' experience to include: word processing, spreadsheet development, documenting management issues, financial analysis, data collection, report processing, brief preparation, read milestone schedules and send and receive emails. Two (2) years of work experience shall be within DoD. Note: Experience may be concurrent.