Administrative Assistant
5 days ago
- 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 complies with standards and directives.
- 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 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.
- Train other team members with administrative tasks.
- 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
- Effective in organizing and maintaining files and databases in a confidential manner
- Strong attention to detail
- Effective problem-solving skills
- Strong team player
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