ADMINISTRATIVE ASSISTANT

Newport; Newport (RI); On-site; USD 22,000 - 31,000; Full time

Benefits offered by this job

Benefits begin DAY ONE

Comprehensive Healthcare

Paid Time Off

Military Family Support

Public Service Loan Forgiveness (PSLF)

Tax‑free shopping

Job summary

Navy Exchange is seeking an Administrative Assistant in Newport, Rhode Island. The role supports activity departments with clerical tasks, data entry, and document preparation, contributing to operational efficiency. Expect coordination across multiple programs and routine office duties in a federal environment.

The position emphasizes accuracy, organization, and the ability to manage records, travel plans, and communications, with benefits beginning on day one.

Qualifications

• One year of general office clerical experience.
• One year of clerical/secretarial or administrative support experience or related work.
• Six months of higher education may substitute for six months of experience.

Responsibilities

• Performs administrative support for the activity department programs and initiatives.
• Reviews invoices, reports, and correspondence; handles routine inquiries within authority.
• Prepares correspondence, reports, and presentations; uses spreadsheets, graphs, and word processing software.
• Maintains office records, files, and leave/timecard records; orders supplies and arranges travel.
• Distributes mail; develops purchase orders and tracks invoices from vendors.
• Sorts documents, assists with data entry, and maintains division databases.
• Creates draft materials; supports budget tracking and data reporting.
• Assists with data entry accuracy and communicates missing data to supervisors.

Job description

Job Description - ADMINISTRATIVE ASSISTANT (260003YS)

Job Description

ADMINISTRATIVE ASSISTANT

Job Number:

260003YS

Primary Location

: United States-Rhode Island-Newport

Organization

Newport Pay Range : 19.19

Why the Navy Exchange Service Command?

While some serve overseas for our country, we hold down the fort — we serve the men and women who wear the flag — America’s strength, America’s heart. We are here to guide them and deliver our service members and their families the tools they need to do what they love to do.

You can expect an unforgettable, dynamic, and competitive work environment.

The Benefits Begin DAY ONE:

We know you work hard and cultivate the very best solutions for your family — and that’s why the benefits we offer, you won’t find anywhere else:

• Competitive Salary: Federal pay beginning at the Non-Appropriated Fund NF-01 level + depending on experience.
• Immediate Coverage: Benefits begin on DAY ONE.
• Comprehensive Healthcare: Federal Healthcare benefits, Dental, and Vision coverage.
• Paid Time Off: Accrual of PTO starts on DAY ONE.
• Military Family Support: Continuity Programs for Military Spouses.
• Loan Forgiveness: Public Service Loan Forgiveness (PSLF) eligible* after qualifying years of service.
• Exclusive Perks: Tax‑free shopping, worldwide, at any Navy Exchange location.

Because here at the Navy Exchange Service Command, there’s no such thing as tomorrow — there’s only today. GET AFTER IT. Seize the opportunity to grow and be community‑driven, too. Build a mission‑driven life. Mission: YOU.

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. 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 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.