Administrative Assistant Job at Bristol Infrastructure Design Svcs, LLC in Ports

Bristol Infrastructure Design Services, LLC is seeking an Administrative Assistant to help us support the Navy Mission in Norfolk, VA. This position is responsible for facilitating the efficient functioning of an office via a wide-range of administrative, IT related, financial, and managerial tasks.

Major Responsibilities

• Office Knowledge: Collects data and information in order to assist the Commander and Deputy in managing the work and is able to include them on correspondence and meetings to ensure that the particular issues related to the particular function. Determines matters that can be handled by the Division Directors and refers the topic as appropriate. Routes matters requiring action by the Division Directors and follows up to ensure that actions are completed.
• Office Management: Assists as the office manager and on own initiative, recommends changes in administrative policies. Recommends office procedures and practices to be used within the Command. Establishes and maintains suspense file on pending correspondence, ensuring deadlines are met serves as central point of contact for authoritative information on administrative policies, procedures, and requirements. Reviews all correspondence prepared by staff personnel of the Command for signature of supervisor for format (Navy Correspondence Manual), punctuation, accuracy of references, assembly of enclosures, compliance with routing procedures, etc. Advises other personnel within the Command in the preparation of correspondence. When considered necessary, prepares and distributes special instruction for the preparation and routing of such correspondence in accordance with the Navy Directives Management Program Manual. In the absence of the Commander or Deputy, maintains a file of correspondence and events and brings such things to their attention on their return. Assist the OICC in support of new employee’s check-in/ check-out process, minor property inventory control, Command Information Office (CIO) / Navy Marine Corps intranet (NMCI) liaison for software and hardware requirement. Additional management requirements include maintaining supervisor’s calendars, making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials, flyers, booklets and handouts, maintaining internal office reports and filing system, such as personal files, time & attendance, correspondence log, minor inventory/property listing and annual training requirement list. This position will also be responsible for reviewing all outgoing correspondence and material for internal consistency and confirmation, ensuring proper clearance has been obtained, and coordinating all personnel and administrative documentation for new employee in-processing. Securing all Personal Identifiable Information (PII) and coordinating with all NAVFAC business and support lines to ensure a smooth check-in process.
• Ensures statistical data, reports and graphs are prepared in support of the Commander and Deputy. Collects, collates, and presents data in various electronic forms (Excel, PowerPoint, Word, etc.), as needed by the Commander and Deputy.
• Executive Support – Responsible for screening and responding to telephone calls from Flag Officers, SES members, senior Navy and Department of Defense leadership and their staffs. The holder of the position will maintain the Commanding Officer’s calendar daily, following-up on scheduled meetings, print and compile briefing documents, arrange conference rooms and transportation when/if needed. Specific day to day tasks may require screening and responding to visitors and incoming correspondence, and referring calls and visitors to the appropriate staff, responding to requests for information concerning office procedures, and controlling all incoming and outgoing correspondence in a timely manner, determining the appropriate level of staff support for all requests for information. Coordinate meetings, conference room bookings and arrange appointments for the Commanding Officer and his staff as well as assembling established background materials as directed. The position holder is expected to perform standard clerical duties such as typing, faxing, photocopying, filing, picking up and distributing mail, receiving telephone calls and visitors, setting up MS Teams and other collaborative environments, and maintaining correspondence files.
• Serves as liaison between military officers and the Personnel Support Activity for processing paperwork to ensure for proper accountability of leave and pay for military members assigned to the Command.
• Prepares letters of commendations, appreciation and condolence as necessary for signature of the Commander. Arranges and schedules appropriate ceremonies for military and civilian personnel (awards, citations, etc.). Serves as subject matter expert on navigating and input of information into Navy Department Awards Web Services (NDAWS).
• Serves as the Command's Protocol Specialist. Maintains a calendar of events for the Commander and Deputy. Maintains close contact with personnel in providing appropriate protocol and administrative support to meet the demands of the situation, when required presents training. Liaisons with NAVFAC offices across the enterprise for planning and organizing official events. Coordinates necessary honor ceremonies and other functions. Must be alert and responsive to changing situations and requirements to preclude any possible embarrassment to NAVFAC, the Commander and Deputy.
• The position provides direct support and guidance in the development and planning of official functions conducted to welcome, honor or entertain distinguished guests. This responsibility includes preparing guest lists, invitations, seating diagrams, menus cards, etc. Coordinates with staff involved to detern1ine adequacy of facilities, billeting, transportation and any other support.
• Provides continuity of policy with the turnover of personnel and furnishes advice and assistance concerning policies and procedures. This includes furnishing information on customs and general attitudes of the surrounding communities, and the make-up and character of various local, civic, commercial and social groups.
• Tasker System – Responsible for managing and coordinating the tasker system packages received and following up on due dates, ensuring all taskers are completed on time. Effort includes sending out reminders to managers responsible for the tasker and loading responses in the tasker system accordingly.
• Travel - Support OICC staff in fulfilling travel needs by properly inputting travel orders into DTS and ensuring vouchers are completed and travel reimbursements are processed within 5 days of travel for all OICC leadership. Manage a log of OICC travel cost to assure payment is finalized.
• Perform other administrative activities as requested.

Minimum Education/Experience

High School Diploma or equivalent; College Degree preferred. Minimum of five years of work experience in an office environment required.

Required Knowledge or Skills

• Broad knowledge of the Command, its mission, and NAVFAC Business and PNSY functions.
• Ability to gather and analyze data, reason logically and creatively, draw conclusions and make appropriate recommendations.
• Ability to prioritize and organize, work well under stress, meet deadlines.
• Ability to be flexible and adapt to constant change.
• Ability to work flexible hours as required to meet deadlines.
• Strong interpersonal skills to assist and communicate with staff, clients and vendors.
• Strong Microsoft Office skills.
• Ability to perform tasks in a safe, responsible manner.
• Confidentiality held within the highest respect.
• Ability to clearly speak, write, read and understand the English language.

Physical Demands

• Sedentary to light physical workload.
• Employee must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Required to have close visual acuity to perform activities such as viewing a computer terminal and extensive reading.
• Specific physical requirements include, but are not limited to, balancing, stooping, sitting for long periods of time, reaching, walking, lifting, talking, hearing and performing repetitive motions.
• The worker is subject to inside environmental conditions.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.