NONAPPROPRIATED FUND POSITION DESCRIPTION

JOB TITLE:         Administrative Assistant
BUSINESS TITLE:    Administrative Assistant/Club Operations Assistant 
FLSA : Non-exempt
JOB SERIES:    0303                                                                                                                                                                                                                                                                  PAY LEVEL:    NF-02
DUTIES AND RESPONSIBILITIES:  Provides administrative and clerical support for club operations and activities as well as management.  Operates a computer and peripheral equipment to produce a variety of correspondences, screens all incoming telephone calls, and responds to email inquiries pertaining to club operations and events, ensuring all administrative tasks are carried out in a timely manner.

Makes arrangements for meetings including space and time and notifies those who are to attend of the topics to be discussed.  Prepares detailed or summary reports for meetings.  Establishes and maintains subject matter files and records.

Gathers and maintains statistical information and submits various reports to include, but not limited to: monthly calendar of events, monthly statistics and information, accountability report, daily activity report, and any other reports requested by management. Ensures all files, records and statistics are maintained in accordance with regulations and directives.

In coordination with and in absence of Catering Coordinator and Assistant Club Manager, organizes and coordinates various catering and special events including off-site catering banquets such as; membership affairs, command functions, cultural events, balls, etc.  Meets with clients, discusses requirements for events such as date, number of guests, occasion, and explains services offered, i.e., room, decorations, menu, entertainment, etc.  Coordinates and communicates with kitchen and wait staff on the arrangements of each event including menus.  In support of Club operations, prepares contracts, obtains clients¿ signature, etc.

Conducts stock control related duties to include scheduled and unscheduled inventories, submits food and beverage orders, maintains an inventory data base and associated documentation.
Assists in ordering and purchasing supplies, equipment and other items necessary for club operation, submitting work requests, etc. as required. Ensures detailed receipts and records are kept and reconciled with monthly statements.

Monitors operations of a club or assigned club area in absence of the club management including night time and/or on weekends.  Responsible for the issue, receipt, and control of cash.  Prepares reports of significant occurrences during the shift.  Assures patron satisfaction by resolving complaints and other customer issues.  

Inspects and secures facility at the end of the shift.  Maintains and enforces security for funds, merchandise, supplies, equipment and property in accordance with directives and regulations.  Must be alert to alcohol abuse and take appropriate action.

Performs cashier and Host/Hostess duties and serves as deposit verifier.

Provides World Class Customer Service with an emphasis on courtesy.  Assists customers and communicates positively in a friendly manner.  Takes action to solve problems quickly.  Alerts the higher level supervisor, or proper point of contact for help when problems arise.  

Adheres to safety regulations and standards.  Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor.

Adheres to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment.  

Performs other related duties as assigned.

This is a white-collar position where occasional lifting up to 20 lbs may be required. 
 

Conditions of employment

• See Duties and Qualifications

EVALUATIONS:

Qualifications

MINIMUM REQUIREMENTS:
1.    Must be at least 18 years old AND have graduated from high school or been awarded a certificate equivalent to graduating from high school; OR, Have completed a formal vocational training program; OR, Have received a statement from school authorities agreeing with preference for employment rather than continuing education. (Valid documentation will be required upon hire.)
2.    A minimum of one year experience in responsible clerical support work, which demonstrates ability to perform the work of the position is required. 
3.    Must complete Cash Handling Training Course before handling funds and complete a Refresher Course once per year.
4.    Must have ability to learn organization's functions and procedures sufficient to receive visitors or telephone calls, distribute mail, and maintain files, etc. 
5.    Must have ability and experience in reading and interpreting specific procedural guides such as instructions, manuals, established policies and procedures for assigned tasks such as filing, distributing mail, or ordering supplies. 
6.    Must have ability to communicate effectively both orally and in writing. 
7.    Must have knowledge in operating Microsoft programs such as Word, Excel, PowerPoint to produce a wide range of documents. 
8.    Must be able to work a flexible schedule including nights, weekends and holidays

This activity is a Drug-free workplace.  The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated.  Federal employees have a right to a safe and secure workplace, and Marines, sailors, and their family members have a right to a reliable and productive Federal workforce.