Answers phone and greets customers. Uses appropriate protocol for office/facility assigned. Uses good customer service techniques, greeting by name where appropriate, offering assistance in a genial manner, researching questions and/or referring to the appropriate staff member to handle the request. Must be familiar with authorized patron policies and demonstrate ability to determine eligibility for access to MWR activities.
Uses computer to key data from handwritten notes or rough draft materials ensuring that the finished documents contain the proper format, content, grammar, spelling and punctuation. Such duties may include but are not limited to: Typing administrative documents, contracts, purchase order requests, correspondence, instructions, forms and reports utilizing references, policy, directives and standards, posted event reports, etc. Ensures information is accurate and kept up-to-date. Prepares copies of finished documents and distributes as required.
Receives/sorts mail, guard mail, and/or packages delivered by courier and routes to the appropriate personnel. Processes and prepares documents/packages for outgoing mail/express mail including recording information into mail log.
Files incoming and outgoing correspondence, budget information, purchasing documents, newsletter information, etc. into an established system. On occasion may be required to set up additional filing systems.
Responsible for fixed asset control , DRMO and Gov deals processes , and minor property control.
Responsible for receiving and verifying daily cash receipts from MWR and CYP, comparing them with daily activity records (DAR's) to ensure all cash receipts and transactions are accounted for. Consolidates daily cash receipts and prepares bank deposit and the Daily Activity Report Summary, ensuring timely deposit of all daily receipts. Makes trips to local financial institution to obtain currency and change, ensuring an adequate amount of one's, fives and rolled coins are on-hand. Responsible for maintaining letters of designation, issue and receipt of change funds and sequentially numbered manual receipts.
Reconciles total cash and receipts from the combined verified DARs prior to releasing the source documents to the accounting office. Monitors cash shortage/overages for abuses of funds; notifying management immediately of discrepancies, who will take appropriate action. Gathers all documents (DARs, vendor invoices, timesheet/cards, work schedules, group bills, etc) and forwards to the Regional Business Office. Ensures that the safe combination is changed every 6 months or sooner as needed. Maintains a log of combination changes and briefs management when changes occur.
Conducts training as needed for staff in the following areas: theft prevention, robbery, cash handling procedures, processing credit card transactions, handling/acceptance of checks etc. Keeps abreast of any changes with credit card or check cashing procedures/equipment and trains staff accordingly.
Acts as Business Office Key Sub-Custodian performing all duties as outlined in NASKWINST 5530.1B
including maintaining custody and check out/in of all keys in Business Office key box. Performs quarterly key inventory, reconciles and submits to Department Key Custodian. Coordinates with Base Key Custodian during conduct of annual key control inspections.
Acts as Accountable Official for the Non-Appropriated Fund Fleet Fuel Card for the MWR Department. Logs into PaymentNet to monitor Fleet Card usage. Reviews all card purchases by EOM and verifies purchases are legitimate. Maintains accurate list of all vehicles and Drivers and notifies NAF Vehicle Program Manager of any changes or suspected fraud/abuse. Maintains accurate records of all maintenance performed on all vehicles
Performs copying, collating, stapling, and/or sorting of documents as needed.
Monitors supplies, materials and equipment needs, prepares requests and orders items as needed.
Acts as Department Travel Order Subject Mater Expert for MWR and CYP. Research travel arrangements and prepares travel orders for all travelers and assists in liquidating travel claims.
Performs monthly safety inspections including updating and maintaining records.
Prioritizes and facilitates the flow of work into and from the other offices which may include, but is not limited to product research, logging and tracking BPA's and purchase orders, preparation of APF and NAF purchase requests, scheduling of training, etc. Reacts to emergent needs and makes adjustments to assignments to meet operational needs.
Reports directly to the MWR Director.
Assists the Accounting, Personnel and Marketing departments as needed.
Performs other duties as assigned.
Starting at $22 Per Hour (NF 3)