Administrative Assistant, #26-041

Application Deadline: 14 May 2026

Department: Hospitality

Employment Type: Full Time

Location: Annapolis

Compensation: $23.00 - $25.00 / hour

Description

Working at the Gift Shop offers a great water view, as well as a great team and nice customers! The Administrative Assistant may assist with planning product assortment, special events, while keeping operations organized and flowing smoothly. Weekday 8-hour shifts, with occasional weekends in support of football weekends and special events.

 

Job Description: 

This position is located in the U. S. Naval Academy's Non-Appropriated Fund Instrumentality (NAFI) Gift Shop, within the 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.). As Administrative Assistant, the incumbent provides administrative and clerical assistance to the General Manager (GM). The incumbent performs secretarial, customer relations and general support duties towards the efficiency, effectiveness and productivity of the Gift Shop and NABSD retail operations.

Key Responsibilities

The incumbent will provide administrative and clerical assistance to the GM and management staff as needed. Incumbent will compile and maintain sales records and reports on daily, monthly and annual basis using data from prescribed sources. Incumbent will compile readily available data from prescribed resources and recognizing and correcting obvious discrepancies and data omissions. Incumbent will be required to apply basic arithmetic, make accurate entries, and have sound computer knowledge of MS Excel necessary for routine calculations for reports, schedules and other reconciling duties.

Incumbent acts as Gift Shop receptionist. Position requires that incumbent be professional and courteous to all visitors and have outstanding telephone skills. Incumbent may handle sensitive information and must be discrete with security of such materials and not to discuss with staff other than management. Incumbent provides liaison to vendors for GM.

The incumbent must be familiar with retail point of sale system (POS) and inventory in order to obtain information to compile for reports and to be able to assist customers. Incumbent responsible for taking notes for staff meetings and training seminars for distribution as needed. Incumbent will be an authorized U.S. Postal Mail Receiver. Incumbent processes and logs all mail and packages as necessary. Incumbent is to maintain service contract for office equipment and report all services as needed.

Incumbent prints, posts and e-mails weekly work schedules, meeting minutes and other pertinent notices to staff. The incumbent is responsible for maintaining records of and creating correspondence for signature by GM. Incumbent will accurately maintain updated store operating procedures on NABSD shared file system as directed by GM.

The incumbent assists GM with annual budgets by collecting and collating sales and expenses records. Incumbent updates monthly expenditures into budget worksheet throughout year to verify account accuracy. Incumbent verifies expenditures with GM as reported from Accounting Department in monthly General Ledger reports for the Gift Shop and NABSD retail operations. Incumbent notifies GM of any discrepancies.

Incumbent creates and establishes credit accounts with new vendors. Incumbent creates and maintains Purchase Order templates as directed by GM. The incumbent types the GM merchandise order information into Excel purchases orders for signature. Incumbent enters new merchandise information into POS. Purchase Orders then stored in shared files and prepared for distribution to vendors via emails or fax.

Incumbent prints receiver worksheets; enters receiving data from the Receivers completed Report of Goods (RGR). Incumbent logs completed RGRs into Purchase Order book, prepares copies as needed for accounting department. Incumbent verifies order confirmations and invoices from vendors for accuracy and reports all variances to GM and/or accounting department. Incumbent pulls backorder files and old purchase orders for GM to authorize close-out. Incumbent prepares and witnesses GM destruction of defective merchandise.

Incumbent keeps accurate office files of RGR's, boxes mail order paperwork and places it in storage. Incumbent will also shred files in accordance with accounting schedule directive.

Incumbent is responsible for ordering of non-retail supplies with.in NABSD guidelines. Incumbent orders supplies, prepares reoccurring invoices for payment using Call Registers for approved vendors. Incumbent reconciles Call Registers monthly and sends them to the Procurement Department after verification from GM. Incumbent is an authorized BP A Caller.

Incumbent is an authorized Purchasing Requestor as designated through Procurement Office. Incumbent prepares Purchase Order Requests for GM approval and accurately accounts for the receiving and securing of all delivered supplies before submitting invoices to accounting for payment. Incumbent logs Sales & Training Manager's credit card receipt/ transactions, and prepares monthly statement records for signatures. Incumbent reconciles Credit Card Statement monthly.

Incumbent assists with annual inventories of retail and non-retail items.

Incumbent creates accurate store signs, brochures, and fliers and submits Trident announcements for special events.

Work is mostly sedentary. Incumbent sometimes performs duties out of the office environment on the sales floor, stockroom that require standing, bending and lifting. Incumbent also makes visit to other NABSD offices that require some walking outside.

Skills, Knowledge and Expertise

1.      Incumbent must have a two-year college degree or higher; or equivalent administrative admissions experience. A degree in business administration, office administration preferred.2.      Incumbent must be proficient with Google Suite and Microsoft Office Suite. Experience Point of Sale (POS), InDesign, Illustrator, and Adobe Photoshop is preferred.3.      Incumbent must have customer service experience, operating in a professional and courteous manner.4.      Incumbent must have experience with data entry, maintaining records, merchandise receiving, and/or logistics.