Management Assistant (IT Resourcing and Logistics)

Full Job Description

This is position is located in the Commander, Navy Installation Command (CNIC), Fleet & Family Readiness (N94), Non-appropriated Funds (NAF), IT Branch (N6Q), Millington, TN.

The incumbent serves as a Management Assistant (IT Resourcing and Logistics) for all administrative requirements.

The primary function of this position is to perform administrative duties and support to IT Division staff and field activities with Division administrative functions.

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 possesses the following: At least 2 years of progressively responsible specialized experience performing administrative and office procedures (e.g., applying guidelines, rules and regulations to assignments, composing correspondence, researching and compiling information and data, or records administration).

Incumbent must be familiar with the CNIC and Navy organization and thoroughly informed on administrative and office procedures. Incumbent must be able to work with minimal supervision.

Incumbent must be capable of proceeding with the necessary office work without specific directions.

Incumbent must possess tact, sound judgment, initiative, and the ability to work with other personnel within the Division.

In addition, to being fully competent professionally, the incumbent must also possess the ability to express themselves in an affable and courteous manner in correspondence, telephone and personal work contacts, thereby enhancing the public's opinion of the Navy and CNIC.

Knowledge of an extensive body of IT processing rules, procedures or operations is a plus. Familiarity with SAP and other software products is a strong plus.

Knowledge of office electronic file arrangement and the purpose and content of documents in the file, and ability to file and retrieve information and maintain suspense records in accordance with office filing procedures.

Skill in the use of Microsoft Office Programs (e.g., Word, Excel, Power Point, Outlook) and Adobe Reader.

Incumbent must be skilled in dealing with a variety of people under difficult circumstances including pressure situations where accurate information must be provided rapidly with little or no notice.

Incumbent must be able to apply knowledge to situations that arise with minimum supervision and be capable of proceeding with the necessary office work without specific direction.

Additionally, must have the ability to take the initiative to make sure all tasks are performed in a timely and accurate manner and improve business processes when necessary.

Incumbent must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.

Incumbent must possess excellent oral and written communication skills and excellent customer service. Major Duties:

In order to qualify for this position, resumes must provide sufficient experience and/or education, knowledge, skills, and ability to perform the duties of the position.

Applicant resumes are the key means for evaluating skills, knowledge, and abilities as they relate to this position therefore, applicants are encouraged to be clear and specific when describing experience.

Duties include but are not limited to: Prepare all purchase requests for the IT Division and coordinate with the Procurement Branch.

Process all invoices and coordinate with the Accounting Department and Business Manager for payment in a timely manner. Maintain timekeeping data and enter data as required into NAF timekeeping system.

Arrange travel and travel orders for travel for the IT Division. Assist IT Division staff with shipping requirements and prepare shipping labels and documents.

Maintain paper and electronic files, inventory of supplies (printer, media, etc.) for the IT Division. Prepare correspondence as necessary for the IT Division.

Assist in preparation and entry of the IT Division annual budget. Support maintenance of inventory of all IT Division assets at CNIC HQ Millington and other locations.

Incumbent is expected to prioritize daily duties to maximize effectiveness and efficiency.