Administrative Assistant

Found in: beBee jobs US - 1 week ago

Gulfport, Mississippi, United States Department Of The Navy Full time
Summary

This position is located within the Morale, Welfare & Recreation (MWR) Department, Naval NCBC Gulfport, Mississippi. The purpose of this position is to oversee and coordinate the various administrative requirements of the MWR Business Office at the Front Desk and assist with other duties of the Admin Office.(This is not a remote position. Position can not offer more than what is listed on the announcement. )



Duties
  • Answers phone and greets customers.
  • Uses good customer service techniques, greeting by name where appropriate, offering assistance in a general manner, researching questions and/or referring to appropriate staff member to handle the request. Must be familiar with authorized patron policies and demonstrate ability to determine eligibility for access to MWR activities.
  • Uses computer to key data from handwritten notes or rough draft materials ensuring that the finished documents contain the proper format, content, grammar, spelling and punctuation. Such duties may include but are not limited to: Typing administrative documents, contracts, purchase order requests, correspondence, instructions, form and reports utilizing references, policy directives and standards, posted even reports, etc. Ensures information is accurate and kept up-to-date. Prepares copies of finished documents and distributes as required.
  • Receives/sorts mail, guard mail, or packages delivered by courier and routes to the appropriate personnel. Processes and prepares documents/packages for mail/express mail including recoding information into mail log.
  • Files incoming and outgoing correspondence, budget information, purchasing documents, newsletter information, plant property, etc. into an established system. On occasion may be required to sept up additional filing systems.
  • Responsible for receiving and verifying daily cash receipts and comparing them with daily activity records (DAR's) to ensure all cash receipts and transactions are accounted for. Consolidates daily cash and receipts. Makes trips to local financial institution to obtain currency and change, ensuring an adequate amount of one's, five's and rolled coins are on-hand. Responsible for maintaining letters of designation, issue and receipt of change funds and sequentially numbered manual receipts.
  • Reconciles total cash and receipts from the combined verified DARs prior to releasing the source documents to the accounting office. Monitors cash shortage/overage for abuses of funds; notifying management immediately of discrepancies, who will take appropriate action. Gathers all documents (DARs, vendor invoices, timesheets/cards, work schedules, group bills, etc.) and forwards to the Regional Business Office. Ensures the safe combination is changed every 6 months or sooner as needed. Maintains a log of combination changes and briefs for management when changes occur.
  • Conducts training as needed for staff in the following areas: theft prevention, robbery, cash handling procedures, processing credit card transactions, handling/acceptance of checks, etc. Keeps abreast of any changes with credit card or check cashing procedures/equipment and trains staff accordingly.
  • Assists in copying, collating, stapling, and/or sorting documents as directed.
  • Assists with monitoring of supplies, requesting supply needs, and preparing orders as necessary.
  • Prepares travel orders and assists employees in liquidating travel claims.
  • Performs monthly safely inspections including updating and maintaining records.
  • Prioritizes and facilitates the flow of work into and from the other offices which may include, but is not limited to verification of fuel credit card statements; product research, logging and tracking BPA's and purchase orders, preparation of APF and NAF purchase requests, scheduling of training, etc. Reacts to emergent needs and makes adjustments to assignments to meet operational needs.
  • Assists the Accounting, Central Cashier, Personnel and Marketing departments as needed.
  • Performs other related duties as assigned.

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