Administrative Assistant

Administrative Assistant

Performs administrative support functions requiring a general knowledge of the organization and functions supported.

Duties and Responsibilities:

Performs duties in support of activity department programs and initiatives which often require research and coordination of a variety of sources to achieve the information and or results desired. Representative duties include:

• Reviews incoming correspondence, invoices, reports, etc.
• Handles routine issues inquiries on own initiative and within assigned scope of authority.
• Identifies and refers technical and nonroutine matters to appropriate associate for action.
• Prepares correspondence, reports, presentations, background information, etc.
• Utilizes a variety of spreadsheet, graphics, and word processing software.
• Performs office administrative functions which may include maintaining leave records, timecards, ordering supplies, making travel arrangements, scheduling appointments, typing correspondence, tracking department expenditures and budgets correspondence, etc.
• Receives and obtains batches of documents.
• Selects appropriate data entry program and transcribes information from source documents in accordance with instruction.
• Provides direction to other operators as required.
• Remains alert to omissions in data furnished, resolving and or calling same to the attention of supervisor who will make the necessary contacts with originator to obtain the missing data.
• Maintains office records and files.
• Orders office supplies following established procedures.
• Develops purchase orders PO, tracks POs, and receives invoices for POs from vendors for merchandise and or equipment.
• Reviews for accuracy, updates records, and forwards to appropriate office for processing.
• Resolves disputes and inaccuracies.
• Creates draft presentation materials and forwards to appropriate office for review and finalization.
• Maintains internal division data base of operating data.
• Updates data in the system, prepares reports, assigns passwords, provides user assistance, etc.
• Sorts and distributes mail, maintains controls following established procedures.
• Prepares a variety of reports from and for supported offices activities Navy Lodges, etc. and submits to appropriate office.
• Performs other related duties as assigned

General

Experience:

One year of responsible general office clerical experience that demonstrated the ability to perform clerical duties satisfactorily.

Substitution of Education for

Experience:

Six months of successfully completed academic study above the high school level may be substituted for six months of experience to satisfy general experience requirements.

Special

Experience:

One year of responsible experience in the performance of clerical, secretarial, or administrative support duties or experience in a generally related area that demonstrated the ability to perform the work of the position.

Schedule:

Full-Time (35+ hours)