Navy Administrative Assistant

JSL TECHNOLOGIES INCORPORATED; Seal Beach (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

JSL Technologies, Inc. in Seal Beach, CA, is seeking a Navy Administrative Assistant to supervise admin staff and act as a liaison with leadership.

The role includes handling timecards, time off, and task assignments for the TDSS team supporting NSWC Port Hueneme Division (PHD). The position involves participation in hiring decisions, onboarding, training, and mentoring, while delivering administrative support to technical staff across departments and ensuring compliance with security

Qualifications

• Knowledge of organizational structure, protocol and clerical functions.
• High School Diploma or equivalent.
• Authorized to work in the United States without sponsorship.
• Ability to obtain and maintain a Secret security clearance.

Responsibilities

• Assist Task Lead with TDSS team assignments and data calls.
• Update and assist in creating SOPs.
• Maintain TDSS Team training requirements.
• Continuous communication with Task Lead giving updates on tasks.
• Support team in growth opportunities.
• Respond to all calls and inquiries within one hour of receipt.
• Office procedures and forms are provided upon request, processed, and/or forwarded for action within one business day.
• Work unit calendars are updated within one business day of receipt of notices and changes.
• Prepare, organise and distribute all requested meeting materials including rosters, agendas and course materials within eight hours prior to the meeting.
• Take meeting minutes to document decisions and provide summary notes within one business day after the meeting.
• Prepare and/or review all outgoing correspondence within one business day of request.
• Perform data entry functions to maintain spreadsheets, databases, financial transactions, timekeeping and shipping, travel and naval messaging.
• Verify security clearances and respond to verification requests the same day.
• Maintain and update office distribution lists within one hour of request.
• Maintain inventory of supplies and notify POC when items are low within one hour of issue identification.
• Arrange and coordinate events including training programs and meetings within eight hours prior to the meeting.
• Provide courier services of classified and unclassified materials between Command buildings within one hour of request.

Job description

Description

Navy Administrative Assistant

Seal Beach, CA

About Us:

JSL Technologies, Inc. (JSL) is a certified Small Disadvantaged Business (SDB) and Veteran-Owned government contractor delivering engineering, logistics, and program support services to the Department of Defense (DoD). With a team of more than 200 professionals, we focus on delivering practical, innovative, and cost-effective solutions that move missions forward.

Headquartered in Oxnard, California, JSL provides high-quality support to customers nationwide. Our organization is built on a culture of integrity, collaboration, and accountability, where talented professionals are empowered to perform at a high level and continuously improve. JSL offers a competitive salary and a comprehensive benefits package.

Job Description:

This person will be in a supervisory position with will include acting as the liaison between the admin staff and leadership. This will include management of and approving timecards, time off, and assigning tasks. You will be involved in hiring decisions, helping on-board new employees, and training and mentoring. Additionally, you will provide administrative support services to the technical staff within various departments across Naval Surface Warfare Center (NSWC) Port Hueneme Division (PHD).

Requirements

Responsibilities:

• Assist Task Lead with TDSS team assignments and data calls
• Update/assist in creating SOPs
• Maintain TDSS Team fiscal year training requirements
• Continuous communication with Task Lead giving updates on tasks
• Support team in growth opportunities
• Respond to all calls and inquiries within one hour of receipt
• Office procedures and forms are provided upon request, processed, and/or forwarded for action within one business day.
• Work unit Calendars are updated, within one business day of receipt of notices and changes
• Prepare, organise and distribute all requested meeting materials including, but not limited to, rosters, agendas, course materials, meeting documents, within eight hours prior to the meeting
• Take meeting minutes to document decisions and discussions with summary notes provided to the requestor, within one business day of the end of the meeting
• Prepare and/or review all outgoing correspondence, within one business day of request
• Perform data entry functions to maintain spreadsheets, databases, financial transactions, timekeeping and shipping, travel transactions, naval messaging, and other electronic data support systems, within one business day of request
• Verify security clearances and respond to all requests for verification of security clearances, within the same day of request
• Maintain and update office distribution lists, within one hour of request
• Maintain a current inventory of supplies and materials, notifies appropriate purchase POC of items low in stock, within one hour of issue identification
• Arrange and coordinate events including training programs, and meetings, within 8 hours prior to the meeting
• Provide courier services of classified and unclassified material between Command buildings, within one hour of request

Minimum Qualifications:

• Knowledge and experience of customary support duties are required including an understanding of organizational structure and protocol, word processing, communication, and spreadsheet software programs, formal (Military/Navy) and informal correspondence etiquette, and routine clerical functions
• High School Diploma or equivalent
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.
• Ability to obtain and maintain a U.S. Security Clearance level Secret

Required Skills/Abilities:

• Organization - Highly organized and able to prioritize tasking
• Time Management - uses time efficiently; plans for additional resources
• Customer Service - manages difficult customer situations; Responds promptly to customer needs; solicits customer feedback to improve service; Responds to requests for service and assistance; meets commitments
• Computer Skills - demonstrates required skills; adapts to new technologies; uses technology to increase productivity; keeps technological skills up to date
• Analytical Skills - synthesizes information; collects and researches data; designs workflow
• Communication Skills (oral and written in the English language) - expresses ideas and thoughts verbally and in written form; exhibits good listening skills and comprehension; keeps others adequately informed; selects and uses appropriate communication methods; speak clearly; writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; Able to read and interpret written information

Security Clearance:

Applicants must have an active security clearance and/or the ability to obtain and maintain a US Government Security Clearance. Selected candidates will be subject to a government security investigation and must meet eligibility requirements to obtain a DoD Government- granted security clearance. Individuals will be subject to a background investigation to include but not limited to, criminal history, employment and education verification, drug testing, and creditworthiness.

EEO:

JSL Technologies, Inc. is an equal opportunity employer. We provide equal employment opportunities to all qualified applicants and employees without discrimination with regard to race, religion, creed, color, sex, sex stereotype, pregnancy, childbirth or related medical conditions, age, sexual orientation, gender, gender identification and expression, transgender status, transitioning employees, physical or mental disability, medical condition, genetic characteristics, genetic information, marital status, registered domestic partner status, status as military, or as a veteran or as a qualified disabled veteran, ancestry, citizenship, national origin.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Please contact [e-mail] if you need accommodation for the application process.