Administrative Assistant
Department: Department of the Navy
Location(s): Annapolis, Maryland, Naval Academy, Maryland
Salary Range: $23 - $25 Per Hour
Job Summary: This position provides essential administrative support to one of the Naval Academy Business Services Division's departments. The Administrative Assistant helps keep daily operations running smoothly by managing schedules, preparing documents, supporting customer service needs, and assisting with business processes such as payroll, purchasing, and inventory. The role offers steady, meaningful work in a team-focused environment that supports Midshipmen, staff, and visitors across the Academy.
Major Duties:
- Administrative duties may include, but not limited to: drafting personnel actions, preparing Human Resources forms, designing forms, maintaining business calendar and manager's calendar, support in using department's security system, handling confidential and sensitive information, emailing and communicating employee schedules, sending notices to staff, assisting with budget preparations, preparing purchase orders, purchasing materials, preparing productivity data, organizing mail, maintaining safety files, reporting safety and maintenance issues, and providing customer service support. Additional duties may include: Process vendor invoices, processes and maintains accounts payable and receivable invoices, maintains operating expense file, employee meal document, prepares documents necessary to assist in completing the billing process. Prepares initial payroll detail for management's signature, processes time and attendance reports. Provides support to management, which may include organizing and ordering inventory and supplies, maintains inventory labels, attending off-site meetings and trade shows, and may be a receiving agent or purchase card holder. Provides support as needed for online services, shopping card, engraving, crests, awards program, special events, brochure design, operates digital camera, vending orders, processes special events documents, may participate in Midshipmen (mission) support events. Responsible for Point of Sale (POS) information. Assists management on maintaining department SOP's. Prepares daily reports, maintains discrepancy logs for sales store clerks after resolution, runs daily sales reports, and maintains ongoing logs, consolidates information for management POS reports. Performs reconciling duties on product and cash counts, assists with retail and cashier duties when needed. Reports quarterly, documentation of commission events and proof of payments. Communicates timekeeping procedures to staff, documents and tracks hours worked, prepares federal documents for Management authorization, maintains department bulletin board, provides documents to Human Resources. Performs other duties as assigned.
Qualifications: 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. YOU WILL BE RATED ON THE FOLLOWING KNOWLEDGE, SKILLS, AND ABILITIES (KSAs) FOR THIS POSITION: Experience and proficiency with Google Suite, Microsoft Office Suite. Experience with Point of Sale (POS), InDesign, Illustrator, Adobe Photoshop is preferred. Customer service experience operating in a professional and courteous manner. Experience in Retail preferred. Experience with data entry and maintaining records. Experience receiving merchandise and/or performing logistical duties.
How to Apply: All applications must be submitted no later than NOON on the closing date via the Naval Academy Business Services website: https://www.usnabsd.com/about/careers/ Resumes must not exceed 2 pages.
Application Deadline: 2026-05-14