ADMINISTRATIVE ASSISTANT

Job Summary

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.

AND 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