Administrative Assistant

Talentify; Yorktown (VA); On-site; USD 42,000 - 56,000; Full time

Job summary

Talentify is seeking an Office Support Specialist for the Commander, Mid-Atlantic Region, Fleet and Family Readiness Program at Naval Weapons Station Yorktown. The role focuses on front-desk duties, data entry, and efficient filing to support daily operations.

Responsibilities include phone reception, document preparation, mail handling, records management, and assisting with supply management and payroll-related tasks as needed. The position requires accuracy and adherence to procedures.

Qualifications

• Experience providing in-person and phone-based customer service.
• Ability to enter and verify data with accuracy.
• Familiarity with office procedures and recordkeeping.

Responsibilities

• Answer phones and greet customers using appropriate protocol.
• Key data from notes and ensure documents are accurate and properly formatted.
• Sort and file mail and documents; maintain document systems.
• Monitor supplies and prepare purchase requests as needed.
• Process timecards and support payroll inquiries as required.
• Assist with copying, collating, and general office duties.

Skills

Customer service

Data entry

Attention to detail

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Outlook email

Job description

This position is located within Commander, Mid-Atlantic Region, Fleet and Family Readiness Program. The purpose of the position is to oversee the various administrative requirements of the assigned office. The Depot at Naval Weapons Station Yorktown.

Duties

Answers phone and greet customers. Uses appropriate protocol for office/facility assigned. Uses good customer service techniques, greeting by name where appropriate, offering assistance in a genial manner, researching questions and/or referring to the appropriate staff member to handle the request.

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, forms and reports utilizing references, policy, directives and standards, posted event reports, etc. Ensure information is accurate and kept up to date. Keying does not require great speed (30 wpm or less) but must be accurate. 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. Files incoming and outgoing correspondence, budget information, purchasing documents, newsletter information, plant property, etc. into an established system. On occasion may be required to set up additional filing systems.

Assists in copying, collating, stapling, and/or sorting documents as directed.

Assists with monitoring of supplies, requesting supply needs, and preparing orders as necessary.

Prioritizes and facilitates the flow of work into and from the other offices which may include but is not limited to verification of IMPAC 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.

Maintains document filing systems, ensures filing is timely and accurate, and initiates changes in processes to enhance data and document storage and retrieval.

Responsible for collecting all timecards, ensuring proper supporting documents are attached and the appropriate signatures have been obtained prior to forwarding to payroll. May respond to basic payroll inquiries.

Performs any other related duties as assigned.

Requirements

• Must pass all applicable records and background check.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRMA Installations. (Review required documents section for more information.)
• The incumbent is required to do considerable sitting, standing, bending, crouching, walking, pushing, and pulling.
• Lifting, moving and carrying supplies, equipment and other program items weighing up to 45 pounds without assistance may be required.