Summary This position is located within the Naval Station Great Lakes, Business Office, Morale, Welfare and Recreation (MWR) Department. The purpose of this position is to provide a variety of functions within Business Office in support of the assigned site. Responsibilities This position may be assigned all or some of the following duties:Financial/Procurement Support Reviews accounting documents for accuracy and completeness (i.e. inventories, invoices/receiving documents, mess requisitions, etc.). Ensures proper authorization, correct account information and all other relevant information, such as source documents, before forwarding to the FFRSC for action. Maintains in-house control log for purchase requests and BPA's. Ensures BPA call sheets are attached to invoices. Ensures procurement requests for NAF purchases include all necessary information, verifies accuracy and forwards to the procurement branch of the FRSC. Responsible for knowing/implementing all changes in procedure, requirements, processing, etc. as issued. May be assigned as an approving official for site government purchase cardholders. Assists in cash counts and local audits. Assists the Cashier in the performance of duties as needed. Responsible for the initial steps in the return check process. May serve as POC for facilitating the distribution of Unit Allocation funds for site tenant commands, including establishing and maintaining a quarterly account of all fund deposits and withdrawals for each command. Administrative Support Produces documents using a personal computer from handwritten or rough draft materials ensuring that the completed documents contain the proper format, content, grammar, spelling and punctuation, including memorandums, instructions and general correspondence. Maintains electronic files of all finished products and provides via email as directed. Files documents into an established system or creates new filing system as required. Maintains suspense file for pending items and initiates follow-up action when necessary. Establishes and maintains files for regional instructions, local standard operating procedures (SOP's) and other pertinent MWR guidance. Answers phones, routes calls and provides general patron and employee information. Routes incoming mail, reports and documents. Prepares outgoing shipments for FedEx as required. Employee Assistance Serve as the site travel coordinator. Completes employee travel orders after a request has been approved. Maintains records of submitted and liquidated standard forms and ensures follow-up action. Responsible for collection of timekeeping documents from various sites. Verifies for accuracy with KRONOS. Requirements Conditions of Employment Qualifications Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs. A qualified candidate must possess: FACTOR 1. KNOWLEDGE, SKILLS, AND ABILITIES Must have a minimum 2-year's documented experience in administrative functions, to include excellent typing skills, ability to use a personal computer with specific ability with word processing, spreadsheet, database, and presentation software-Microsoft Word, Excel, Access and PowerPoint strongly preferred. Must possess a thorough knowledge of English grammar, spelling, capitalization, and punctuation. Must be familiar with pertinent accounting procedures, billing processes, purchasing and requisitioning procedures. Must be familiar with document filing and retrieval systems, and have the ability to accurately maintain filing systems. Must possess written and verbal communication skills. Must be able to complete finished reports and/or presentations with a minimum of corrections. FACTOR 2. SUPERVISORY CONTROLS Reports to the MWR Business Office Manager who provides general guidance and instruction. Employee executes continuing duties and responsibilities according to established office policies, procedures and guidelines, and is expected to be a self-starter and work with little supervision. Work is reviewed in terms of overall accuracy, efficiency, effectiveness and conformance with the established policies. Supervisor provides assignments, schedule, initial guidance and advice, evaluates performance, approves/disapproves leave and initiates disciplinary action. FACTOR 3. GUIDELINES Guidelines include DOD, and DON manuals, directives, regional instructions, regulations, laws and policy decisions and local SOP's. Any application requiring more than a minor deviation from policy, or reflecting a situation not covered by policy, is referred to the supervisor for resolution. FACTOR 4. COMPLEXITY Tasks are generally repetitive and recurring in nature. Guidelines are specific and clear and supervisor is available for guidance. Minor decision-making may be required at times. FACTOR 5. SCOPE AND EFFECT Attention to administrative details and provision of superior customer service directly reflects on the pride and professionalism of the MWR Department. The incumbent's work is necessary for the smooth operation of information within the department, and contributes to the overall efficiency of the activity. Work contributes to the financial goals of the organization and the conduct of its business. The incumbent is responsible for maintaining a professional demeanor and appearance, and to ensure documents are delivered to the appropriate personnel and time sensitive/confidential material is handled with appropriate care. FACTOR 6. PERSONAL CONTACTS/PURPOSE OF CONTACTS Personal contacts are with active-duty military members, authorized DOD civilian personnel, activity managers and staff members, bank personnel, and commercial suppliers and delivery personnel. Contacts are for the purpose of educating, instructing, problem resolution and answering questions relating to cash receipts and deposits and to obtain information for use in a variety of internal reporting requirements. FACTOR 7. PHYSICAL DEMANDS/WORK ENVIRONMENT Half of the time in this position is sedentary and requires long periods of sitting when verifying cash and preparing bank deposits. Half of the duties involve some prolonged driving and climbing of stairs. The incumbent must have the ability to walk, stand, bend, push, pull and lift office supplies and bags of coins weighing up to 40 pounds unassisted. Work is performed in an office setting with normal risks and discomforts associated within an office environment as well as in transit between buildings in all weather conditions. The work area is well lighted, heated and properly ventilated. Education This position does not have a positive education requirement. Additional Information Salary is dependent on experience and/or education. Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Installations Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service. Some positions have special requirements. Selection may be tentative pending the completion of these requirements. Applicants may be required to submit proof of education, participate in medical screening, drug testing, etc. All selections are contingent upon satisfactory employment reference checks. Employment is subject to successful National Agency Background Check. Occupants of this position must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.
