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Title: ADMINISTRATIVE SPECIALIST - SHIPS STORE Location: United States-Virginia-Norfolk Job Number: 240004C7 Job Summary: Responsible for administrative functions of the Headquarter office of the Ship Store Program Code A which includes Navy Ecommerce Online NECO orders NECO invoices and vendor payments. Functions also include financial analysis logistics budgetary support services and analysis using Enterprise Resource Program ERP. Duties and Responsibilities: Works under the general direction and supervision of a Financial Program Manager Code A who provides initial detailed instructions on procedures policies and methods. Work is reviewed for accuracy timeliness and compliance with supervisory directives through discussion and spot checks. Guidance from NAVSUP Publication 487 Ships Stores Afloat serves as the primary source for policy and procedures. Responsible for checking NECO daily for orders and invoice submissions as well as monitoring ERP daily to ensure successful transmission of orders and invoices. Prepares records and files Official Government correspondence to Commanding Officers for Loans Grants and Rebates. Receives US Treasury Checks from Military Sales Corp MSC Car Sales Rebates and for Reimbursable Refunds from vendors. Examines information and submits funding to the appropriate Ships LOA and mails checks to DFAS. Reviews purchase orders invoices and merchandise receipts submitted by shipping and vendor partners to ensure consistency between invoices and receipts. Conducts thorough research and provides recommendations to resolve discrepancies in transactions. In cases where merchandise receipts do not align with invoices promptly contacts store operations and vendors to address and resolve unmatched expenditures efficiently. Serves as a backup GCPC cardholder responsible for reconciling monthly GCPC statements and securing the Approving Official s signature and certification. Additionally prepares and maintains necessary forms documents logs and reports for the GCPC program while conducting regular audits of all transactions in preparation for the 18-month Fleet Logistics Center audit requirement. Ensures all documentation is in compliance with P-CAN FY21-04-Representation for Section 889 a 1 B uploads required materials into the U.S. Bank system and adheres to NAVSUP guidelines. Maintains regular communication with Fleet and Type Commanders the Defense Finance and Accounting Service DFAS and other relevant stakeholders regarding ship store financial issues while keeping management informed of progress and outcomes in the course of providing support to ship store operations. Receives requests from ships store operations and vendors by email phone to assist with failed blocked or unpaid invoices. Maintains files for each assistance request and provide bi-weekly report to supervisor. Operates independently with limited guidance utilizing database spreadsheet and word processing software to assist in the development and execution of applications that aid in collecting analyzing and reporting data relating to ship store operation. Provides administrative front desk support to include managing and distributing mail receiving visitors at front door maintaining visitor log etc. for Code A. Carries out the policy of courtesy and service by exercising tact good manners and professionalism when assisting customers and fellow associates. The incumbent of this position must file a Financial Disclosure Report OGE Form 450 as required. Works under the technical supervision of the Financial Program Manager for the Ships Stores Program at NEXCOM headquarters independently carrying out tasks within the framework of established program objectives procedures and NEXCOM guidelines. The incumbent receives assignments from the Program Manager ensuring compliance with regulations and operational efficiency. Performance is evaluated through reports assessing adherence to procedures and the effectiveness of Ships Stores Program operations. Performs other related duties as assigned. The incumbent of this position must meet the following requirements: The ability to acquire a favorable Access National Agency Check and Inquiries ANACI, pass a background investigation, meet all requirements for base access and submit a Financial Disclosure Report OGE450 on an annual basis. Failure to meet any of the above-noted requirements may result in termination of employment Qualifications: A total of 4 years of experience, consisting of the following: GENERAL EXPERIENCE: Three years of experience in administrative, professional, technical, or other responsible work that provided experience in performing clerical work that demonstrated arithmetic aptitude and ability, accuracy and attention to detail and ability to apply established procedures for recording or compiling data. OR SUBSTITUTION OF EDUCATION FOR EXPERIENCE: One year of academic study above the high school level may be substituted for nine months of experience up to a maximum of a 4-year bachelor's degree for 3 years of general experience. AND SPECIALIZED EXPERIENCE : One year of experience performing work that required knowledge of established accounting procedures and techniques, such as: analyzing and classifying or recording transactions; balancing, reconciling, adjusting or examining accounts; developing or verifying accounting data for reports, statements and schedules or performing analyses of accounting data. Job: Adminstrative Services/Support