INTRODUCTION
This position is located at Navy Gateway Inns & Suites operation at NAS KEY WEST. The primary function of the incumbent is to serve as a purchasing agent and inventory control specialist for Non-Appropriated Fund (NAF) and/or Appropriated Fund (APF) purchases and maintain all required inventory management systems for the lodging program.
MAJOR DUTIES AND MAJOR DUTIES AND RESPONSIBILITIES
Ensures security of all guests is maintained at all times. Ensures guest privacy is maintained at all times. Must possess a welcoming manner and positive attitude; demonstrate effective communication skills; professionally interact with guests; answering guest questions concerning hotel facilities and provide information about local attractions. Provide assistance in handling customer complaints, involving management as necessary. Serves as purchasing agent for purchasing supplies and equipment, as contracting officer on NAF purchase orders and contracts and as ordering officer on NAF delivery orders against open-end contracts. May service as NAF/APF credit card holder. Performs a variety of functions in the administration of NAF contracts, including modifying contracts, issuing change orders, negotiating price and delivery adjustments and exercising any other contract options, terminating contracts in default or cancelling contracts by mutual agreement with liability to either party. Prepare purchase request forms/documents for approval and place orders for APF/NAF purchases, where appropriate. May research discrepancies involved in reconciliation of vendor invoices to purchase orders or notification from vendor. Maintains documentation of transactions and prepares reports. Meets and communicates with vendors to discuss item selections, price, terms of purchases, delivery, return orders authorizations, etc. Receives items and forwards documentations of receipt to the NAF business office. Issues supplies and amenities to authorized staff members. Performs other duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION
This position requires one year of work experience that demonstrates incumbent has a thorough knowledge of purchasing procedures, computerized record keeping and basic safety including Material Safety Data Sheets (MSDS). Most positions require familiarity with one or more automated supply data bases to enter, correct and retrieve specialized reports. Must be proficient with a calculator and computer software (word processing and spreadsheet). May act as APF or NAF credit card holder. Incumbent must have the ability to apply the mechanics of purchasing and common business practices as they are related to pricing, discounts, delivery, etc. The work at this level requires knowledge of standardized supply and purchasing regulations, policies, procedures or other instructions relating to the specific functions assigned. Ability to communicate effectively in English both orally and in writing. Must possess basic math and reading skills. A warrant $5K, $25K or Unlimited is preferred.
SUPERVISORY CONTROLS
Work is performed under technical guidance of the General Manager, Operations Manager or Warehouse Supervisor who issues work assignments, controls flow of day to day work and explains major changes in regulations or procedures. The General Manager or Operations Manager provides additional specific instructions for new, difficult or unusual assignments including suggested work methods or advice on source material available. The employee uses initiative in carrying out recurring assignments independently without specific instruction, but refers deviations, problems and unfamiliar situations not covered by instructions to the General Manager or Operations Manager for decision or help. The General Manager or Operations Manager assures that finished work and methods used are technically accurate and in compliance with instructions or established procedures.
GUIDELINES
Procedures for the doing the work have been established and a number of specific guidelines are available in the form of supply regulations, policies and procedures. The incumbent carries out assignments in accordance with DOD and Navy regulations and local policies. Judgment and knowledge in interpreting and applying these regulations and policies is necessary. Procedures for non-appropriated funds and appropriated funds will be followed.
COMPLEXITY
The operation conducts business around the clock, 365 days a year with guests checking in and out on a daily basis. The incumbent is required to execute policies, regulations and guidelines as they pertain to a wide variety of accounting procedures and internal controls. Work involves multiple changing priorities and time sensitive/confidential information. Procurement of items/services requires identification of funding sources and preparation of appropriate forms, determination of best source of supply and follow-up on delivery of items/services.
SCOPE AND EFFECT
The purpose of the work is to provide support to the purchasing office of the lodging operation. The work directly contributes to the military members, retirees, civilians and family member’s quality of life, mission readiness.
PERSONAL CONTACTS
Personal contacts include CNIC staff, Regional staffs, lodging staffs, contractors, vendors and representatives of private industry.
PURPOSE OF CONTACTS
Contacts are made to coordinate and/or obtain information relating to price quotes, clarification of requests and to provide purchasing support to lodging operations.
PHYSICAL DEMANDS
This position is required to do considerable standing, bending, walking, pushing, pulling and climbing. Must have the ability to perform moderately strenuous physical labor as unassisted lifting, moving and carrying of supplies and equipment weighing up to 45 pounds is required. Assisted lifting, moving, and carrying of supplies up to 100 pounds may be required may be required. May be required to climb/descent stairs and properly placed stepladders.
WORK ENVIRONMENT
Work is primarily performed indoors in areas that normally have adequate heat, light and ventilation.
SPECIAL REQUIREMENTS
This position may be designated ALPHA personnel/mission essential for inclement weather or in the interest of national security and may be required to report for work when other employees are excused. This position is subject to the possibility of working on weekends and holidays, as well as rotating shifts, often consisting of other than normal duty hours. The staff member may be recalled to duty and/or required to work overtime, including on an emergency basis. Must possess a valid state driver’s license as travel to other facilities may be required within the normal scope of duties. This position is subject to a favorable National Agency Check (NAC) In order to verify fitness for duty a complete physical examination may be required. The incumbent is expected to meet any requirements outlined in the Lodging Career Path Guide.
SUBMIT COMPLETED
- DECLARATION FOR FEDERAL EMPLOYMENT (OF 306)
- NAF APPLICATION
- CURRENT RESUME
You may attach any other information that you wish to be considered (training, certifications, etc.). Completed applications and information may be submitted via any option listed below:
SUBMIT IN PERSON (w/ base access):
MWR Personnel Office
BLDG A-711
NAS KEY WEST, FL 33040
SUBMIT IN PERSON VIA DROP-BOX (w/o base access:)
Drop Box is located inside the Pass & ID Office outside the main gate at Boca Chica.
SUBMIT VIA U.S. MAIL:
MWR Personnel Office
P.O. BOX 9027
NAS Key West, FL 33040
SUBMIT VIA FAX:
305-293-2416
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