INTRODUCTION
This position is located within the Morale, Welfare & Recreation (MWR) Department, NAS JRB NOLA. The purpose of this position is to oversee and coordinate the various administrative requirements of the MWR Business Office.
MAJOR DUTIES AND RESPONSIBILITIES
Responsible for receiving and verifying daily cash receipts from MWR, CYP and CMWR activities, 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 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.
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.
Assists the Accounting, Personnel and Marketing departments as needed. Performs other duties as assigned.
KNOWLEDGE AND SKILLS REQUIRED
Must be able to read, write and understand both written and verbal instructions. Must be able to add, subtract, multiply and divide accurately using a calculator. Must have knowledge of basic English grammar, spelling and punctuation. This position requires the skill of an entry level or higher typist and the ability to operate a personal computer. Must possess working knowledge of basic data entry for MS Office Word and Excel programs. Must demonstrate above average telephone etiquette and customer service skills.
Familiarity with MWR policies, practices, procedures and terminology and previous government experience is preferred. Must be familiar with document filing and retrieval systems, and have the ability to accurately maintain filing systems.
SUPERVISORY CONTROLS
The position reports directly to the assigned manager, who defines objectives, general priorities and time constraints and instructional guidance on non-routine matters. Continuing duties and responsibilities are carried out according to the established guidelines, but is expected to work Independently to perform assignments and use independent judgment to plan work and meet deadlines. Work assignments are subject to change with little notice, and the incumbent must balance requirements and priorities and keep interested parties advised on changes and progress. The supervisor is available to provide technical guidance in the event unusual or difficult situations arise. Work is reviewed in terms of accuracy, adequacy, and conformance to established procedures.
COMPLEXITY/SCOPE AND EFFECT
Incumbent must be able to handle a number of tasks (answering telephone, assisting customers, etc.) responsibilities and projects simultaneously and complete them within time and resource constraints despite interruptions and revisions. Must have the ability to retain and disseminate general information, which requires a positive, helpful attitude and demeanor at all times. The position contributes to the overall satisfaction of the serviced activities.