Administrative Specialist - Ship Stores

Job Summary

Responsible for administrative functions of the Headquarters office of the Ship Stores Program, including payroll, contract renewal, official letters, and ordering supplies. Functions also include financial analysis, logistics, budgetary support services, and preparation of Public Vouchers.

• Primary payroll clerk. Responsible for auditing and submitting bi‑weekly approved attendance records to payroll.
• Submits NES 48E documents for contract services for Ship Store Program.
• Accesses LAWSON financial database to extract data and compare transactions for the Ship Store Program Reimbursable Payroll for NEXCOM and AIRFOR Employee. Prepares spreadsheets, memos, public vouchers and invoices for processing. Processes Public Voucher for CNIC which consists of extracting data from Ship Store Balance Sheets and Profit and Loss Statements to create the voucher for all three Ship Store Accounting periods.
• Receives requests from ships by email or phone to schedule repair calls for snack machines, drink machines and espresso machines. Gathers information from ships to schedule repair calls, confirms the appointments, and notifies the ships with confirmation. Maintains files for each fleet requester and ensures requests comply with established requirements.
• Reconciles bank statements for SSPN credit card and O MN‑NAF credit card. Creates a log listing all purchases and fills out form 2035 with ships LOA and certification letter. Gathers all information and gives it to AO for processing.
• Primary cardholder for the O MN NAF credit card. Enters office supply orders into Lawson for processing or sends special orders to headquarters with NES 48E form.
• Performs duties as a secondary SSPN GCPC cardholder. Processes incoming equipment purchase requests up to $15,000.000 each. Reconciles monthly GCPC Statements for Approving Officials signature and certification. Creates and maintains forms, documents, logs, reports, etc., required by the GCPC program. Additionally performs regular audits of all transactions in preparation of the 18‑month Fleet Logistics Center audit requirement. Ensures all documentation complies with P‑CAN FY21‑04‑Represenattion for Section 889 a 1 B is uploaded into the U.S. Bank system and in compliance with NAVSUP requirements.
• Provides administrative support in the form of answering phones, managing and distributing mail, receiving visitors at front door, maintaining visitor log, etc., for the Vice President and Code A managers.
• Performs other duties as assigned including but not limited to gathering information for Audit of credit card checks, reporting SSPN expenses for the year, preparing vouchers for CNIC Central Recreation Fund transfers, and filing.
• Maintains Government Vehicle GOV keys log and credit card. Responsible for scheduling timely upkeep and maintenance requirements.
• Maintains historical documentation and converts paper documents to electronic files. Files requisite documents in appropriate folders on the share drive.
• Works under the direct supervision of the Financial Specialist Ships Stores Program NEXCOM headquarters. Incumbent operates within the framework of program objectives and procedures established by NEXCOM and other authorities receiving assignments from the Financial Specialist. Work is reviewed for regulatory and procedural compliance and in term.

s of incumbents' overall efficiency of operation in connection with the Ships Stores Operations through reports submitted and discussed.

• 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 OGE
  450 on an annual basis.

Failure to meet any of the above‑noted requirements may result in termination of employment.

A total of 4 years of experience consisting of the following:

Three years of experience in administrative, professional, technical or other responsible work that provided experience in performing clerical work that demonstrated arithmetic aptitude, accuracy, attention to detail and ability to apply established procedures for recording or compiling data.

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.

One year of experience performing work that required knowledge of established accounting procedures and techniques such as analyzing, 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.

United States – Virginia – Norfolk

NEXCOMHQ

Full‑Time (35+ hours)

Mar 22, 2026, 10:59:00 PM