Administrative Assistant #26-041

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.

Benefits include: Medical, Dental, Life, and Long\-Term Disability Insurance; Health Savings Account (HSA); Flexible Spending Account (FSA); Automatic Retirement Enrollment, 401(k), Roth 401(k), and 401(k) Loan options; and Paid Vacation and Sick Leave Accrual.

Applications must be submitted by Noon on 14 May, 2026 to be considered for this position.

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.

DUTIES \& RESPONSIBILITIES

This Administrative Assistant position is located in the Midshipmen Store, part of 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.

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.

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.

QUALIFICATIONS \& CONDITIONS OF EMPLOYMENT

• Must be able to obtain and maintain a 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 \- We are an E\-Verify participant
• Probationary period: Full Time employees serve a one\-year probationary period.
• U.S. Citizenship is required for Tier 3 Positions
• Must be able to understand and communicate in English
• Participation in Direct Deposit
• Must maintain the privacy of official work information and data, and demonstrate the highest level of ethical conduct.

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:

* NAF RPL (Non\-Appropriated Fund Reemployment Priority): Most recent separation BBA SF50 (or equivalent).

* Military Spouse: most current military member's PCS orders, submit spousal request form – (*Per the CNIC 5300\.206b, spouses’ preferential* *consideration for NAF positions at the NF\-3 and below)*

* Veteran: Page four (4\) of the DD\-214

Note: Failure to provide the required information may result in loss of consideration for the position and elimination from the selection process. Applicants may be required to provide proof of education, complete a pre\-hire health screening, etc. 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 may be 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.

8\-hour shifts Monday \- Friday with rotating weekends and holidays.

40 Hours/week