Administrative Assistant

JP Logistics & Consulting LLC•Elizabeth City, NC

1d•Onsite

About The Position

JP Logistics & Consulting, LLC (JPLC) is looking for a full-time Administrative Assistant to support the United States Coast Guard (USCG). The primary task of this position will be to perform a variety of routine administrative and office support tasks, respond to customer service inquiries, and provide administrative support to the assigned organizational function. This is accomplished by receiving, screening, and directing telephone calls and visitors, entering and updating divisional information, maintaining reports and logs, managing incoming and outgoing correspondence and documents, and completing other related clerical activities. The contractor shall provide Administrative Assistant support to the respective division as follows, which may not be all-inclusive. Additional applicable responsibilities may be assigned as needed.

Requirements

Be a citizen of the U.S.
Possess the ability to read, write, speak, and comprehend English.
Possess excellent written and verbal communication skills.
Possess knowledge and ability to perform simple arithmetic.
Possess knowledge of Microsoft Office applications.
Possess excellent ability to manage multiple tasks with competing deadlines.
Possess the ability to work with minimal Government oversight.
Proficiency in the Microsoft Office suite including, but not limited to, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and knowledge of Microsoft SharePoint, Microsoft Publisher, Microsoft Teams, and Adobe Acrobat Professional.
Excellent interpersonal, written, and oral communication skills.
Strong analytical, problem-solving, organizational, grammar, and planning skills.
Ability to prioritize, organize, and manage tasks in a multitasking environment.
Ability to commit and maintain the highest level of confidentiality. (Note: Any breach in confidentiality will result in the USCG requiring replacement of the individual in this position.)
Perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint.

Nice To Haves

At least one (1) year of experience in USCG procedures to include USCG aeronautical practices as defined in COMDTINST 13020.1.
Microsoft Certified Solutions Expert certification for Microsoft SharePoint 2010 or newer.
One (1) year of experience in USCG procedures to include proficiency in using: Aviation Logistics Management Information System (ALMIS).
Asset Maintenance Management Information System (AMMIS).

Responsibilities

Provide receptionist support and accomplish the clerical and administrative functions to include: Assist with scheduling meetings and TEAMS calls and providing support for related activities.
Establishing and maintaining office files (both paper and electronic) and divisional and management calendars in accordance with (IAW) USCG and local command procedures.
Acting as the Point of Contact (POC) for visitors and responding to non-technical inquiries, while directing technical calls to the appropriate individual.
Arranging and attending division staff meetings, as needed, taking meeting minutes, and following up as needed to ensure action items are completed as scheduled.
Participating in the Events Team to assist with ceremonies or visits at ALC, working with the Protocol Specialist or the Command Secretary.
Maintaining, updating, and submitting support requests.
Other duties as assigned refer to additional tasks that are directly related to the scope of work outlined in the SOW. Examples include preparing reports, attending meetings, managing correspondence, or supporting related projects within the assigned division. All additional duties must be assigned by the designated AOR, COR, or KO, and must fall within the scope of the contract.
Maintain personnel information to include: Managing employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents.
Providing basic information on personnel matters such as training, leave, benefits, and other job-related procedures.
Preparing and maintaining a log of all travel and training requests for division-funded activities.
Assisting with creating travel authorizations, reviewing travel claims upon receipt, and notifying employees of any required changes or corrections.
Developing Hiring Panel Packages.
Updating and maintaining command Divisional Rosters (Organizational Charts) by ensuring personnel information is kept current and removing personnel who leave the command.
Managing CG-AIR Distribution lists within USCG One (CGOne).
Ensuring that competency mapping is completed if the admin is assigned to a Technical Evaluation Team (TET).
Adding new employees to the current Employee Notification System upon check-in.
Maintaining Regroup rosters for assigned AOR.
Develop and maintain databases to include: Designing and managing electronic document workflow.
Assisting and working with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows in Microsoft SharePoint.
Developing and maintaining rudimentary databases that automate manual organizational functions (i.e., document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, and USCG Portal websites).
Developing methods to automate recurring reports.
Modifying existing automated systems to update functionality or correct problems.
Preparing templates for division newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
Preparing and distributing various reports and distilling disparate report elements into a well-organized and easily understood presentation of graphical and narrative elements.
Publishing and maintaining reports and division material to the USCG Portal website.
Improving organization and retrieval of office correspondence, printing labels, and batched letter production.
Developing sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports.
Providing administrative support and producing USCG correspondence, documents, spreadsheets, and graphics as requested for division support.
Managing physical document archives.
Ensuring structured tracking via the ALC eRouter.
Ensuring that all correspondence is fully processed and filed per the division’s leadership, as well as transferring of archives to the federal document repository IAW the USCG Records Management Program.
Clerical Functions to include: Supporting office productivity by stocking and submitting purchase requests for office supplies in the applicable application/system and maintaining office equipment.
Assisting with the acquisition and disposal of government-furnished supplies and equipment within current USCG policies.
Establishing orders, receiving, recording, and distributing technical publications.
Performing scheduled and routine technical publication audits IAW applicable USCG policies.
Maintaining division Internet/Intranet presence by uploading files to the division website and ensuring that all materials displayed on the web are current and up to date.
Responsible for the timely submission of heat tickets/work requests for divisional issues.
Assisting with monitoring divisional budgets, including building a Procurement Request (PR) with information provided by government personnel.
Responsible for the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms.
Drafting letters, memoranda, and responding to non-technical inquiries.
Reviewing divisional correspondence for grammatical accuracy, punctuation, format, etc., and ensuring suspense dates are met.
Establishing, maintaining controls, and following up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents.
Providing control of division directives, ensuring the correct routing, currency, and clerical accuracy of the documents.
Reviewing outgoing mail for enclosures, dates, signatures IAW the USCG Correspondence Manual COMDTINST 5216.4 and USCG ALCINST 5216.1.
Serve as timekeeper for Government employees in GovTA, to include: Resolving discrepancies. Addressing inquiries. Managing delegate assignments, supervisor designations, and employee accounts (e.g., unlocking/resetting passwords). Setting and updating default schedules for employees. Creating and managing Work Time transactions, including entering work hours once transactions are created. Generating biweekly reports, such as unvalidated/uncertified timecards, and reviewing leave audit reports. Printing weekly approved leave reports and validating timecards upon AOR request. Assisting with correcting timecards and adding holidays or administrative time when necessary. Annually update accounting data and review the Time and Attendance Summary.
The completion of online training provided at USCG’s expense. While employees may not supervise USCG personnel, they are permitted to serve as timekeepers since this is a ministerial function involving the input of time and leave approved by the USCG employees' supervisor.