SJS Headquarters

Administrative Assistant

Job Locations US-VA-Virginia Beach
Posted Date 2 months ago(12/11/2017 2:47 PM)
Job ID
# of Openings


Admin duties as follows:

  1. Supply Purchases - Responsible for all office supplies, printing, and maintenance requisition. Responsible for ensuring all printer issues are resolved in accordance with CIO instructions. The OSR Form should be reviewed by a senior program analyst so the current fiscal year JON and WC can be assigned for proper resourcing. 
  1. Typing & Correspondence - Type a variety of documents from draft to final version using a personal computer. These documents require the production of memorandum, reports, forms, spreadsheets and similar material and require proofreading for grammatical and spelling errors. Qualified candidates will also be expected to prepare routine non-technical letters and approve form letters. 
  1. Management Information Systems (MIS) - providing data input into various systems, i.e. Word, Excel, and PowerPoint in support of the above administrative duties such as serializing outgoing correspondence and updating and maintaining office calendar, office recall/contact lists and leave request in MS Outlook. 
  1. Track clients funding documents from Public Works Department receipt to NAVFAC ATLANTIC Financial Management Final Acceptance Department using MS Outlook with ability to attach and forward associated documents. 
  1. Office Management – Assist the designated office 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.  Candidates 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. Develop, maintain and update hard file folders for job / contract documents filing and copying contract documents orders using copy machine.  Maintain and update Excel spreadsheet for project status data and provide funding tracking updates, base access requests, and other office trackers.


  1. Proficient in Microsoft Office Suite, to include: Word, Excel, PowerPoint, and Outlook.
  2. Education: High School diploma or equivalent is required.
  3. Experience: A minimum of five years of work experience in an office environment is required.
  4. Must qualify for, and maintain, an active CAC to get on base.
  5. Experience: A minimum of five years of work experience in an office environment is required.
  6. Be a United States citizen, with good vision, and physical health/condition.
  7. Have a valid US driver's license with good driving record, and be able to drive a Government-owned passenger sedan or van.
  8. Be able to read, write and speak English fluently. Have the ability to prepare clear, well organized written correspondence. 
  9. Have no outstanding criminal warrants or felony convictions.


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