Summary

This position is located within the NDW Regional Accounting Office, Morale, Welfare, and Recreation Department located at NSF Indian Head, Md. The purpose of this position is to provide a variety of administrative functions at the assigned site.

This job is open to

The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Military spouses

Military spouses of active duty service members or whose spouse is 100 percent disabled or died on active duty.

Duties

Incumbent may perform any/all of the following duties as assigned:

Serves as POC for facilitating the distribution of Unit Allocation Funds for site commands, including establishing, calculating and maintaining a quarterly account of all fund deposits and withdrawals for each command.

Ensures receipts balance to the amount of each disbursement and that any remaining unused funds are returned to the MWR for deposit into the bank account.

Assist with cash counts and local audits. Serves as the alternate Central Cashier performing the full range of cashier's duties, taking the deposits to the bank, and performance of other duties as needed.

Reviews a variety of accounting documents, (i.e. inventories, Daily Activity Reports (DAR), invoices/receiving documents, mess requisitions, etc.) for accuracy and completeness.

Ensures all relevant information, such as proper authorization/required signatures, and correct account information is recorded on all source documents before forwarding to the Regional Accounting Office for action.

Ensure receipt of activity BPA logs and forward to Regional Accounting Office.

Assist with providing account information to the MWR Director, Activity Supervisors, Managers, and other Administrative Personnel. Review documents for correct account information, accuracy, and completeness.

Assist with data entry into various financial comparison spreadsheets at the assigned site.Assist with budget formulation and data entry into SAP.

Responsible for numbering various documents and maintaining the in-house control logs for each. The documents may include but are not limited to bills, passes, contracts, and promotional items. This includes, buy one get one free coupons, Employee Free Movie Passes, CDC, and Youth payment receipts, Comic on Duty tickets, etc. These are still numbered locally.

Maintain in-house control log and copies of invoices, packing slips, and memos for Entertainment Tickets received and returned to vendors.

Issue tickets to activities and obtain the signature of the recipient.

Prepare and mail the appropriate mailing receptacle for tickets returned to a vendor.

Maintain in-house overage and shortage control log of DAR Discrepancy Notices. The log is to include the date the notice was issued and the date the Activity Manager and employee's response was received.

Maintain Vehicle Maintenance in-house control log to include the monthly mileage and purchase of maintenance item s for each vehicle. Forward a copy of the log monthly to the Resource and Assets Department.Maintain Fuel Usage in-house control log for gasoline purchases for each vehicle. Forward a copy of the log upon request and at the end of the fiscal year to the Resource and Assets Department.Maintain Civilian Membership Pass in-house control log using the customer sign- up sheet for daily memberships sold. Forward a copy of the log to the Resource and Assets Department.

Performs other related duties as assigned.

Requirements

Conditions of employment

Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
Must have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer.
Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access the installation. (Review required documents section for more information.)

Qualifications

Must have a minimum 2 year's documented experience in administrative functions, to include: excellent typing skills, ability to use a personal computer with specific ability with word processing, spreadsheet, data base and presentation software--Microsoft Word, Excel, Access, and PowerPoint strongly preferred.

Must possess a thorough knowledge of English grammar, spelling, capitalization, and punctuation. Must be familiar with pertinent accounting procedures, billing processes, purchasing, and requisitioning procedures.

Must be familiar with document filing and retrieval systems, and have the ability to accurately maintain filing systems. Must possess excellent written and verbal communication skills.

Must be able to complete finished reports and/or presentations with a minimum of corrections. Previous MWR or government experience preferred.

Must possess excellent personal and customer service skills, and be able to provide changes to procedures and new requirements to a variety of management and support staff in a positive manner. Must possess a professional demeanor, have the ability to make presentations, and successfully field questions from senior management, military command personnel, or customers.

Must be able to work with minimum supervision.
Reports to the Financial Analyst who provides general guidance and instruction.

Employee executes continuing duties and responsibilities according to established office policies, procedures and guidelines, and is expected to be a self-starter with little supervision. Work is reviewed in terms of overall efficiency, effectiveness, and conformance with the established policies.

Guidelines include DOD and DON manuals, directives, regional instructions, regulations, laws and policy decisions. The number and variation of guidelines and work situations require the employee to use judgment to identify and select the most appropriate procedure to use, or decide which precedent action to follow. Any application requiring more than a minor deviation from policy, or reflecting a situation not covered by policy, is referred to the supervisor for resolution.

Attention to administrative details, responses to action correspondence and professionally produced correspondence directly reflects on the pride and professionalism of the MWR Department. The incumbent may provide a central point of reference for the program and operational staff of the MWR, who are located throughout a wide geographic area. The incumbent facilitates positive communication and provides a necessary service in support of the MWR function and site.

Extensive contacts are with MWR patrons, military personnel, both active and retired, of all ranks, MWR managers and staff, Support Services staff, and vendors.The personal contacts involve exchange of information, research, and data collection. Contacts with employees will be to obtain or provide information, gather data, or assist with problems or questions. Incumbent must use positive customer skills, and employ tact and good judgment in obtaining, utilizing, providing, and protecting information, which may be sensitive or subject to confidentiality.

The work is primarily sedentary. The incumbent is subjected to frequent walking, standing, and bending while obtaining material from files, monitoring and assisting with the work in the areas assigned. The employees will lift office supplies and packages delivered to the office, not over 25 pounds.

Duties are performed in an office setting that is well lighted and climate controlled.

Employee must obtain and maintain a positively adjudicated National Agency Check with Inquiries or higher clearance as required by the position and/or Regional Security Manager.

Education

This job does not have an education qualification requirement.

Additional information

Salary is dependent on experience and/or education. Some positions have special requirements.

Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States. Salary is dependent on experience and/or education. This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate.

Spouses of active duty military members of the Armed Forces may receive preference in hiring under this announcement if they are among the best qualified referred and are within reach of selection. Spouse Preference does not apply to NF 04 and NF 05 positions. Please clearly identify in your application that you are asking for spouse preference and submit a copy of current PCS orders. Failure to submit current PCS orders with application will prevent spousal preference from being granted. Acceptance or declination of a regular full or part-time non-appropriated or appropriated fund position ends your ability to claim this preference.

For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Installations Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.

SELECTIVE SERVICE REQUIREMENT: If you are a male born after December 31,1959 and at least 18 years of age, employment law (5 U.S.C. 3328) requires that you must register with the Selective Service System (military draft), unless you meet certain exemptions. If applicable, failure to register will prevent you from being considered for employment. To register, please visit the Selective Service web site at https://www.sss.gov/register/.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Review our benefits

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

Required Documents

The following documents are required at the time of application:

Resume: two-page limit, learn more here - Resume Requirements
If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation
If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application
If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.)
If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50

Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access the installation. This applies to everyone, including the following: but not all inclusive:

Vendors
Dependents aged 18 and older
Service Providers
Veterans with service-connected disabilities
Contractors
Visitors (includes visitors in same vehicle with CAC holder)
Transportation services (taxi, limo, ride share)
Agent, Assist, Aid, Care Giver Letters
Au Pairs, Child Care Providers

What are acceptable alternative forms of identification for base access? If you don't have a REAL ID-compliant driver's license, you can use one of the following:

U.S. passport or passport card
Military ID card (Common Access Card or CAC, DoD retired ID card)
Permanent resident card (Green Card)
Transportation Worker Identification Credential (TWIC)
Enhanced Driver's License (EDL)
Other forms of identification accepted by the Department of Homeland Security

How can I obtain a REAL ID-compliant license? To obtain a REAL ID-compliant license, you'll need to visit your state's driver's license agency with the following documents:

Proof of identity (e.g., birth certificate, passport)
Proof of Social Security number (e.g., Social Security card)
Two proofs of residency (e.g., utility bills, bank statements)

Please follow the link below for more information in regards to READ ID for base access: https://www.cnic.navy.mil/Operations-and-Management/Administrative-Services/Base-Access/

How to Apply

To be considered for this vacancy you must apply and complete the online questionnaire and submit the documentation specified in the Required Documents section above.
When building or uploading your resume, please note there is a two-page limit. The system will restrict any attempts to submit a longer document.

The complete application package must be submitted by 11:59 PM (EST) on 12/21/2025to receive consideration.\

To preview the Application Questionnaire, please click the following link: https://apply.usastaffing.gov/ViewQuestionnaire/12848135To begin, click Apply to access the online application. You will need to be logged into your USAJOBS account to apply. If you do not have a USAJOBS account, you will need to create one before beginning the application.

It is your responsibility to ensure your application package (resume, supporting documents, and responses to the questionnaire) is complete, accurate, and submitted by the closing date.

Additional information on how to complete the online application process and submit your online application may be found on the https://help.usastaffing.gov/Apply/index.php?title=ApplicantTo verify or check the status of your application, log into your USAJobs account. Once logged in, the Welcome screen lists your applications, your application status and the date it was last updated. For information on what each Application Status means, visit: https://www.usajobs.gov/Help/how-to/application/status.

This agency provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodations should email their request to nsapplications@nhr-ma.com to ensure proper consideration is given. The decision on granting reasonable accommodation will be on a case-by-case basis.

Agency contact information

NDW NAF HR

Email: ndwnafhr@us.navy.mil

Address: NSF Indian Head
47402 Buse Rd
Bldg 467
Patuxent River, MD 20670
US

Next steps

Using the required qualifications of the position, a standardized rating and ranking criteria of knowledge, skills, and abilities will be used to screen and assess each application.

If you provided an email address, you will receive an email message acknowledging receipt of your application.

Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email.

Please notify us if your contact information changes after the closing date of the announcement. Also, note that if you provide an email address that is inaccurate or if your mailbox is full or blocked (e.g., Spam Blocker, etc.), you may not receive important communication that could affect your consideration for this position.

Administrative Assistant Job in Indian Head, MD