ADMINISTRATIVE SPECIALIST - SHIP STORES

NEX Group; Norfolk, Northern (VA, KY); Hybrid; USD 50,000 - 70,000; Full time

Job summary

NEXCOMHQ in Norfolk, VA is seeking an administrative professional to manage payroll, contracts, letters, and supplies for the Ship Stores Program. This role requires careful handling of financial data and daily clerical tasks within a secure government-focused environment.

You will work with the Lawson system to extract data, prepare vouchers and invoices, and coordinate bank reconciliations and GCPC reporting. A total of 4 years of related experience and the ability to obtain ANACI are required.

Qualifications

• 4 years total experience in administrative/clerical roles with arithmetic tasks.
• Experience with payroll, vouchers, and financial reconciliation preferred.
• Ability to obtain ANACI background check and meet base access requirements.

Responsibilities

• Primary payroll clerk and audit bi-weekly attendance records.
• Submit NES 48E documents for Ship Store Program contracts.
• Extract data in Lawson and prepare public vouchers, invoices, and balance sheets.
• Schedule ship repairs and manage supplier calls and confirmations.
• Reconcile bank statements and GCPC transactions; maintain logs and audits.

Skills

Arithmetic aptitude

Attention to detail

Clerical accuracy

Data entry

Education

Bachelor's degree

Tools

Lawson

GCPC

Job description

Job Summary

Responsible for administrative functions of the Headquarters office of the Ship Stores Program which includes payroll, contract renewal, official letters, and ordering supplies. Functions also include financial analysis, logistics, budgetary, support services, and preparation of Public Vouchers.

Duties And Responsibilities

• Primary payroll clerk
• Responsible for auditing and submitting bi-weekly approved attendance records to payroll.
• Submits NES 48E documents for contract services for Ship Store Program.
• Accesses LAWSON financial database to extract data and compare transactions for the Ship Store Program Reimbursable Payroll for NEXCOM and AIRFOR Employee. Prepares spreadsheets, memos, public vouchers, and invoices for processing. Processes Public Voucher for CNIC which consists of extracting data from Ship Store Balance Sheets and Profit and Loss Statements to create the voucher for all three Ship Store Accounting periods.
• Receives requests from ships by email/phone to schedule repair, calls for snack machines, drink machines, and espresso machines. Gathers information from ships to schedule repair, calls/confirms the appointments, and notifies the ships with confirmation. Maintain files for each fleet requester and ensure requests comply with established requirements.
• Reconciles bank statements for SSPN credit card and O MN-NAF credit card. Creates a log, listing all purchases and fills out form 2035 with ships LOA and certification letter. Gathers all information and gives to AO for processing.
• Primary cardholder for the O MN NAF credit card. Enters office supply orders into Lawson for processing or send special orders to headquarters with NES 48E form.
• Performs duties as a secondary SSPN GCPC cardholder. Processes incoming equipment purchase requests up to $15,000.000 each. Reconciles monthly GCPC Statements for Approving Officials signature and certification. Creates and maintains forms, documents, logs, reports, etc. required by the GCPC program. Additionally performs regular audits of all transactions in preparation of the 18-month Fleet Logistics Center audit requirement. Ensures all documentation complies with P-CAN FY21-04-Represenattion for Section 889 a 1-B is uploaded into the U.S. Bank system and in compliance with NAVSUP requirements.
• Provides administrative support in the form of answering phones, managing and distributing mail, receiving visitors at front door, maintaining visitor log, etc. for the Vice President and Code A managers.
• Performs other duties as assigned including, but not limited to, gathering information for Audit of credit card, checks reporting SSPN expenses for the year, preparing vouchers for CNIC, Central Recreation Fund transfers and filing.
• Maintains Government Vehicle GOV keys log and credit card. Responsible for scheduling timely upkeep and maintenance requirements.
• Maintains historical documentation and converts paper documents to electronic files. Files requisite documents in appropriate folders on the share drive.
• Works under the direct supervision of the Financial Specialist Ships Stores Program NEXCOM headquarters. Incumbent operates within the framework of program, objectives, and procedures established by NEXCOM and other authorities, receiving assignments from the Financial Specialist. Work is reviewed for regulatory and procedural compliance and in term of incumbents' overall efficiency of operation in connection with the Ships Stores Operations through reports submitted and discussed.

The incumbent of this position must meet the following requirements

• The ability to acquire a favourable Access National Agency Check and Inquiries (ANACI), pass a background investigation, meet all requirements for base access, and submit a Financial Disclosure Report OGE450 on an annual basis.

Failure to meet any of the above-noted requirements may result in termination of employment

A total of 4 years of experience consisting of the following:

• Three years of experience in administrative professional technical or other responsible work that provided experience in performing clerical work that demonstrated arithmetic aptitude and ability accuracy and attention to detail and ability to apply established procedures for recording or compiling data.

OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE:

One year of academic study above the high school level may be substituted for nine months of experience up to a maximum of a 4-year bachelor s degree for 3 years of general experience.

AND SPECIALIZED EXPERIENCE:

One year of experience performing work that required knowledge of established accounting procedures and techniques such as analyzing and classifying or recording transactions, balancing, reconciling, adjusting, or examining accounts, developing or verifying accounting data for reports, statements, and schedules, or performing analyses of accounting data.

Primary Location

United States-Virginia-Norfolk

Organization

NEXCOMHQ

Schedule

Full-Time (35 + hours)

Unposting Date

Oct 18, 2026, 11:59:00 PM