ADMINISTRATIVE ASSISTANT (Part-time w/ Benefits)

Navy Exchange Service Command; Pensacola (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

Navy Exchange Service Command is seeking an experienced clerical specialist to perform a wide range of administrative duties in support of NES activities in Pensacola, Florida. The role involves data gathering, preparing reports and presentations, and coordinating correspondence for senior management.

Applicants should have several years of general clerical experience and be proficient with word processing, spreadsheets, databases, and graphics software. Strong organizational skills are a must.

Qualifications

• 3 years of general clerical experience.
• Proficiency with word processing, spreadsheets, databases, and graphics software.
• Substitution rules allow education for experience when applicable.

Responsibilities

• Reports directly to the head of a NES activity or division VP/SVP.
• Conducts data gathering and analysis for program support.
• Utilizes word processing, spreadsheet, database and graphics software.
• Prepares reports, charts and slides for senior management review.
• Handles incoming correspondence and routes for action.
• Drafts routine correspondence and ensures accuracy.
• Screens and schedules meetings for senior management.
• Arranges meetings logistics, space, and staff representations.
• Maintains division records, logs, and travel schedules.

Skills

Time management

Report preparation

Data analysis

Meeting coordination

Tools

Word processing

Spreadsheet

Database

Graphics software

Job description

Job Number

260003LI

Primary Location

United States-Florida-Pensacola

Organization

Pensacola

Job Summary

Performs a variety of technical administrative duties requiring extensive knowledge of the organization and functions of the supported activities.

Duties and Responsibilities

• Normally reports directly to the Head of a large NES Activity or a NEXCOM Group/Division VP/SVP.
• Conducts projects in support of programs and initiatives which involve conducting extensive research to gather and compile data and analyze information.
• Uses a variety of word processing, spreadsheet, database, and graphics computer software.
• Prepares reports, charts, slides, etc. for use by senior management in reviewing/monitoring operations and making operational decisions.
• Receives and reviews incoming correspondence, routes to appropriate person for action or prepares draft response. Ensures actions/replies are completed within established time frames.
• Prepares a variety of correspondence, reports, etc. from rough draft or on own initiative; ensures work products are clear, complete, and correct and conform to applicable procedures.
• Screens request for meetings or briefings for the senior management.
• Arranges meetings: including space, time and staff representations.
• Assembles background materials required for meetings and agenda items.
• Maintains division records, logs, manuals and other references.
• Arranges travel as required. Plans and maintains travel schedules; prepares travel orders and claims.
• Orders, tracks, and reports expenses/expenditures (payroll, office supplies, travel, etc.) against budget.
• Receives visitors and telephone calls. Treats customers, both internal and external, with respect and courtesy. Performs responsibilities tactfully and diplomatically.
• Performs timekeeping functions.
• Performs other related duties as assigned.

General Experience

3 years of experience performing general clerical duties such as filing typing copying binding scanning greeting or assisting visitors answering phone calls processing expenses sheets or invoices etc.

Or Substitution of Education for Experience

1 year academic study above the high school level may be substituted for 9 months of experience up to maximum of a 4 year bachelor s degree of general experience.

And Specialized Experience

1 year of experience performing administrative duties for one or more management professionals such as preparing reports charts or slides for presentational purposes using word processing spreadsheet database and or presentational software taking accurate minutes of meetings organizing travel arrangements managing appointments writing letters or emails on behalf of managers maintaining computer or manual filing systems coordinating equipment repairs etc.