About this role
The Naval Academy’s Tour Team is looking for an administrative assistant who thinks strategically, and provides excellent customer service in a fast-paced environment. Scheduling 8-hour day-time shifts Monday – Friday. In order to meet the basic requirement of the Administrative Assistant position, NF-0303-03, you must meet the following requirement: One (1) year of specialized experience providing administrative and clerical support in a professional office or retail business environment that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Assistant, and that is typically in or related to the position to be filled. Specialized experience may include, but is not limited to: customer service; data entry; use of Microsoft Office applications; preparing and processing administrative documents such as timekeeping, payroll, invoices, purchase order, and business records, etc. This Administrative Assistant position is located in the Tour Services department, part of the U. S. Naval Academy's Non-Appropriated Fund Instrumentality (NAFI), Naval Academy Business Services Division (NABSD), Annapolis, Maryland. NAFI is an entity that generates its own funds through its operations, and is not funded by Congress. The Administrative Assistant performs clerical, administrative, and customer service duties that support the efficiency, effectiveness, and productivity of the assigned department. Key Responsibilities: · Provides comprehensive administrative support to management and staff across the assigned department. Creates forms, flyers and brochures; drafts and distributes communications to staff, NABSD and USNA contacts in regards to hours of operation, sales, facility notices, policy changes; upkeeps Standard Operating Procedures (SOPs); prepares payroll and other necessary reports to assist with budget preparation and tracking; handles incoming and outgoing mail. Performs additional administrative tasks as needed, varying based on the assigned department. · Maintains both department-wide and manager-specific calendars; coordinates with various NABSD departments and other USNA contacts for projects and Midshipmen support events such as Plebe and Uniform Issue, Parents Weekends, Commissioning Week, etc; coordinates scheduling of safety inspections and reports incidents and mishaps to USNA Safety Office and NAF HR. · Customer Service – Provides customer service to patrons, Midshipmen, USNA faculty and staff, and vendors in person, over the phone, and via email. Assists patrons with varied assistance such as answering questions about merchandise, consumables, or event details; and placing orders for shipment. Creates marketing materials and communications; verifies accuracy of information; distributes to NABSD- and USNA-wide audiences; serves as an expert source of information to answer questions and provide updates. · Inventory – Organizes office supplies, notifies purchasing POC of low inventory; may place orders as a purchase card holder. Assists with organizing and tracking procurement paperwork. Participates in cycle count and inventory procedures one day per month. Assist with processing damaged & defective merchandise in the POS system. · Reporting & Data Analysis – Collects and organizes productivity and performance data. Maintains and updates Point of Sale (POS) and inventory information; prepares and distributes accurate daily sales reports. Tracks discrepancies and resolutions submitted by staff members. Compiles and consolidates data for management reports, ensuring clarity and consistency in reporting. Supports inventory accuracy through regular product reconciliation tasks. Prepares quarterly reports on commission events, including documentation and verification of proof of payment and internal records and compliance. · Special Projects – Assists with the preparation and execution of USNA events such as I-Day/IDay Minus One, Parents and Football Weekends, Prizes & Awards, on-location events, etc. · Record Keeping – Maintains physical and digital records, maintains the department bulletin board, handles confidential and sensitive information, submits personnel and medical documentation to Human Resources, ensures proper procedures are followed to protect HIPPA and PII. Maintains safety files, reports safety and maintenance issues. Incumbent will be working with privacy act information. · Timekeeping – Makes timecard entries in the payroll system, prepares payroll forms for approval, collects approved payroll documents for submission to Human Resources, and runs attendance reports as requested. · May be called upon to assist with retail, cashier, and other duties, and for Midshipmen (mission) support events when needed. Attends off-site meetings and trade shows as needed.