Administrative Assistant (PT)

Naval Academy Business Services Division
Job Announcement Number: 25-023
Vacancy Open: April 22, 2025 – May 6, 2025
Area of Consideration: All Qualified Persons

Security Level: Tier 3 – US Citizenship Required

POSITION DETAILS
Administrative Assistant – NF-0303-03 – Tour Guide Services
Part Time (20-34 hours weekly, Benefited)
$23.00-$25.00/hour
Positions Available: 1
Benefits Eligible: Medical Insurance, Dental Insurance, Life Insurance, Health Savings Account, Flexible Spending
Account, Retirement, 401K, 401K Roth, 401K Loan, Vacation and Sick Leave Accrual

This position is located in 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.

Prepare to be wowed. Whether you’re a die-hard Navy fan or new to the seafaring life, you want to be part of the
action at our Visitor Center. Naval Academy Guide Service is seeking a part time administrative assistant to join our
back-office team. Looking for candidates with daytime availability for 3 days per week Monday - Friday, 8 hours
shifts, with flexible scheduling possible.

JOB SUMMARY
This position is located in the USNA Tour Guide Services department. As Administrative Assistant, the incumbent
provides administrative and clerical assistance to the General Manager (GM) or head of the NABSD
department. The incumbent performs secretarial, customer relations and general support duties that support the
efficiency, effectiveness, and productivity of the department.

DUTIES & RESPONSIBILITIES
The incumbent will provide administrative and clerical assistance to the GM and management staff as needed to
support the everyday business operation. May include, but not limited to: drafts personnel actions, supports in
preparing Human Resources forms, designs forms, responsible for business calendar, support in using department’s
security system, handles confidential and sensitive information, emails and communicates employee schedules,
sends notices to staff, assists with budget preparations, prepares purchase orders, purchases materials, may be the
point of contact for certain situations, maintains manager’s calendar, prepares productivity data, organizes mail,
maintains safety files, reports safety and maintenance issues, and provides 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 bag deposits and any other documents necessary to assist in
completing the billing process.

Prepares initial payroll detail for management’s signature, processes time and attendance reports for employees.

Provides support to management, may include organizing and ordering inventory, supplies, maintains inventory
labels, and may be a receiving agent.

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 be called upon
for Midshipmen (mission) support events.

Assists management by attending off-site meetings and trade shows, assist in tickets sales, may be a purchase card
holder.

Responsible for Point of Sale (POS) information.

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.

Assists management on maintaining department SOP’s.

Enters new employees in to the hand scan timekeeper, communicates timekeeping procedures to staff, documents
and tracks hours worked, prepares federal documents for Management authorization when needed, maintains
department bulletin board, forwards personnel and medical documents to Human Resources.

Coordinate all aspects of travel to include process travel requests, coordinate travel arrangements and ensure
timely completion of travel claims.

Performs other duties as assigned by Department Manager.

KNOWLEDGE, SKILLS and ABILITIES (KSAs) for this position are as follows:
**Responses must be included on the KSA portion of the online application**

1. Incumbent must have a two-year college degree or higher; or equivalent administrative experience. A
degree in business administration or office administration preferred.

2. Incumbent must be proficient with Google platform, Power Point, and Excel spreadsheets. Experience using
Point of Sale (POS) system and Customer Relationship Management (CRM) System preferred.

3. Incumbent must possess strong written and oral communication skills, to clearly present information to a
variety of audiences at varying levels of authority.

4. Incumbent must be able to solve problems independently, using creative and strategic skillsets.
5. Incumbent must have customer service experience. Experience in tourism or hospitality preferred.

QUALIFICATIONS & REQUIREMENTS
Applicants who meet the qualification requirements will be further evaluated to determine the extent to which
their education, related experience, training, awards, and supervisory appraisal demonstrate they possess the
desired knowledge, skills, and abilities (KSAs).

• Must obtain and maintain a secret security clearance – requires 18 years of age
• Males born after December 31, 1959 must be registered for Selective Service
• Verification of employment eligibility in the United States is required
• One-year probationary period
• U.S. Citizenship is required for Tier 3 Positions
• Must be able to understand and communicate in English

APPLICATION INSTRUCTIONS
A complete online application must be submitted no later than NOON on the closing date to be considered for a USNA
NAF/NABSD position. Please visit the employment website: https://www.usnabsd.com/about/careers/
Applicants may email nabsdjobs@usna.edu if unable to complete the online application.

EMPLOYMENT PREFERENCES
Explanation of employment preferences is available on the NABSD Website. No preference is given unless requested
and documented. Acceptance or declination of a regular position ends ability to claim preference for spouse or
Involuntarily Separated (IVS) applicants. To claim a preference, you must attach the following documents with your
employment application and request form:

• Military Spouse: most current military member's PCS orders, submit spousal request form and write SPOUSAL

• Veteran: Page four (4) of the DD-214
• Involuntary Separated Military Members and Dependents: page four (4) of the DD-214 or copy of DD-1173 and

write "IVS" on front page of the application. IVS preference is approved only if discharge/reentry code matches
eligibility list.

Note: Failure to provide the required information may result in loss of consideration for the position and elimination from the selection process. Please be advised that
applications received after the closing date listed above will not be considered. Applications and resumes will not be returned to the applicant.

Some positions have special requirements. In these cases, selection is tentative pending satisfactory completion of said requirements. Applicants may be required to
provide proof of education, etc. All selections are contingent on obtaining satisfactory employment reference checks.

We are an E-verify participant. Please be informed that applicants will be required to submit a federal government background check.
As a condition of employment, the selectee will be required to participate in direct deposit/electronic fund transfer as specified in the negotiated agreement.
Occupants of this position must maintain the privacy of official work information and data, and demonstrate the highest level of ethical conduct.

DON is an EEO employer. All qualified candidates will receive consideration without regard to race, color, religion, sex, national origin, age, disability, marital status,
political affiliation, or other non-merit factor.

Reasonable accommodations are provided to applicants with disabilities. If reasonable accommodation is needed for any part of the application and hiring process,
please contact the office that is collecting the applications. The decision on granting reasonable accommodations will be on a case by case basis.