ADMINISTRATIVE SUPPORT ASSISTANT (OA)

U.S. Fleet Forces Command; Portsmouth (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

NORFOLK NAVAL SHIPYARD seeks an Administrative Support Assistant (OA) to support the Submarine Program Office (0-6) in the Operations Department. The role emphasizes accurate document review, coordination of office services, and data consolidation for reports, with duties extending to budget-related tasks and internal communications.

The position requires adherence to security regulations, timekeeping responsibilities, and the ability to coordinate with department heads, while travel may be

Qualifications

• Experience with office automation software (such as Word, Excel, and PowerPoint) to research information, gather data, and prepare charts, graphs, narratives, and presentation slides for briefings.
• Experience with composing, editing, and reviewing official memos, letters, and reports using correct grammar, spelling, and punctuation to ensure compliance with office correspondence standards.
• Experience with following security regulations to handle classified materials, assist with security training, and use the Joint Personnel Adjudication System (JPAS) to prepare security clearance messages for official business travel.
• Experience with managing executive calendars, coordinating meeting logistics, prioritizing daily administrative tasks under changing deadlines, and applying office procedures to resolve routine and non-standard
• Experience with consolidating, and summarizing budget data; tracking expenditure; and preparing routine financial summary reports for management review.

Responsibilities

• You will review directives and forms to eliminate duplication and ensure that all material covered is current.
• You will coordinate services such as telephones, office equipment, supplies, office space, printing, publications, files, forms, control logs, copy machines, mail, and messenger services.
• You will research, gather, analyze, and consolidate data for both recurring and special reports.
• You will review outgoing Operations Department correspondence for completeness, clarity of expression, adherence to NNSY instructions and Operations Department policies, attachment of enclosures, proper grammar, punctuation, and spelling.
• You will compile, consolidate, and summarize budgetary data for source documents such as supply orders, purchase orders, accounting records, work reports, and payroll records.
• You will initiate and develop administrative functions and duties for the Submarine Program Officer including administrative timekeeping, communication between and tasking to Department Head liaisons, workshops, and supply and inventory management.

Skills

Office automation

Data analysis

Communication

Security awareness

Calendar management

Tools

Word

Excel

PowerPoint

JPAS

Job description

Summary

You will serve as an Administrative Support Assistant (OA) to the Submarine Program Officer (0-6), Operations Department (300) of NORFOLK NAVAL SHIPYARD.

Duties

• You will review directives and forms to eliminate duplication and ensure that all material covered is current.
• You will coordinate services such as telephones, office equipment, supplies, office space, printing, publications, files, forms, control logs, copy machines, mail, and messenger services.
• You will research, gather, analyze, and consolidate data for both recurring and special reports.
• You will review outgoing Operations Department correspondence for completeness, clarity of expression, adherence to NNSY instructions and Operations Department policies, attachment of enclosures, proper grammar, punctuation, and spelling.
• You will compile, consolidate, and summarize budgetary data for source documents such as supply orders, purchase orders, accounting records, work reports, and payroll records.
• You will initiate and develop administrative functions and duties for the Submarine Program Officer including administrative timekeeping, communication between and tasking to Department Head liaisons, workshops, and supply and inventory management.

Conditions of Employment

• Must be a US Citizen.
• Must be determined suitable for federal employment.
• Must participate in the direct deposit pay program.
• New employees to the Department of the Navy will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit e-verify.gov
• Generally, current federal employees applying for GS jobs must serve at least one year at the next lower grade level. This requirement is called time-in-grade. Time-in-grade requirements must be met by the closing date of this announcement.
• Within the Department of Defense (DoD), the appointment of retired military members within 180 days immediately following retirement date to a civilian position is subject to the provisions of 5 United States Code 3326.
• Males born after 12-31-59 must be registered for Selective Service.
• You will be required to obtain and maintain an interim and/or final security clearance prior to entrance on duty. Failure to obtain and maintain the required level of clearance may result in the withdrawal of a job offer or removal.
• This position may require travel from normal duty station to CONUS and OCONUS and may include remote or isolated sites. You must be able to travel on military and commercial aircraft for extended periods of time.
• You will be required to wear personal protective equipment such as helmets, gloves, coveralls, glasses, goggles, respirators and safety shoes continuously for the duration of the work shift.
• Work is performed in areas where potentially harmful physical and chemical agents are present (e.g. fumes, dust, heat, ionizing and non-ionizing radiation and chemicals). You will be required to participate in medical surveillance programs.
• This position requires the ability to type at least 40 words per minute. Your response to the typing skill question on the Occupational Questionnaire will be used in your qualification determination.

Qualifications

Your resume must demonstrate at least one year of specialized experience at or equivalent to the GS-06 grade level or pay band in the Federal service or equivalent experience in the private or public sector. Specialized experience must demonstrate the following:

• Experience with office automation software (such as Word, Excel, and PowerPoint) to research information, gather data, and prepare charts, graphs, narratives, and presentation slides for briefings.
• Experience with composing, editing, and reviewing official memos, letters, and reports using correct grammar, spelling, and punctuation to ensure compliance with office correspondence standards.
• Experience with following security regulations to handle classified materials, assist with security training, and use the Joint Personnel Adjudication System (JPAS) to prepare security clearance messages for official business travel.
• Experience with managing executive calendars, coordinating meeting logistics, prioritizing daily administrative tasks under changing deadlines, and applying office procedures to resolve routine and non-standard
• Experience with consolidating, and summarizing budget data; tracking expenditure; and preparing routine financial summary reports for management review.

Education

This job does not have an education qualification requirement.

Additional information

This position is covered by the Department of Defense Priority Placement Program.

Additional vacancies may be filled by this announcement.

A tentative offer of employment will be rescinded if the selectee fails to meet the pre-employment requirements, including failure to report to any of the scheduled appointments.

During the application process you will have the ability to opt-in to make your resume available to hiring managers in the agency who have similar positions in the local commuting area. Depending on the hiring organization and the position being filled, job requirements (e.g., security clearance, travel, drug testing, financial disclosure filing, bargaining unit status, etc.) may vary. Other hiring managers filling similar positions may offer relocation expense reimbursement and/or may offer recruitment incentives for new employees, depending on funding availability and in accordance with policy. If you opt-in and are referred on a certificate, your resume will be available to other hiring managers for 180-days from the date the job announcement closes. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Federal annuitant information: The selection of an annuitant is subject to the Department of Defense and Department of the Navy policy on the employment of annuitants. Policy information may be found at: http://www.secnav.navy.mil/donhr/Documents/CivilianJobs/FedCivAnnuitants.pdf

PPP applicants will be placed at the FPL, if determined Well Qualified (WQ). To receive priority consideration, the FPL must be the same grade level or equivalent of the retained grade or the grade held immediately prior to separation.

ICTAP Applicants: To be considered well-qualified and exercise selection priority as an ICTAP candidate, displaced Federal employees must satisfy all qualification requirements for the position and receive a rating in the highly qualified category (score 85) or higher. ICTAP candidates must provide copies of all of the following documentation at the time of application: 1) agency notice; 2) most recent performance appraisal; and 3) most recent SF-50 or notification of personnel action that includes position, grade level, and duty location. Applicants who do not provide this documentation will not receive consideration as an ICTAP candidate. For more information about ICTAP eligibility please review the following link: https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/federal-employees/career-transition/

Military Spouse Preference applicants will be placed at the highest grade for which they have applied and are determined Best Qualified (BQ). A BQ military spouse possesses knowledge, skills, abilities, and competencies comparable to others who meet the competitive referral criteria for the specific position.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.