Administrative Assistant (CG-AIR-E)

JP Logistics & Consulting LLC•Washington, DC

9d•Onsite

About The Position

JP Logistics & Consulting, LLC (JPLC) is seeking a full-time Administrative Assistant to support the United States Coast Guard (USCG). This role involves performing a variety of routine administrative and office support tasks, responding to customer service inquiries, and providing administrative support to an assigned organizational function. Key duties include managing correspondence, maintaining records, scheduling, and supporting various administrative processes within the USCG.

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.
At least two (2) years’ experience in USCG procedures to include USCG aeronautical practices as defined in COMDTINST 13020.1 utilizing ALMIS.
Must have demonstrated experience with ALMIS reports.

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.
TIMOS/ATIP management.
Network Administration.
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

Perform a variety of routine administrative and office support tasks.
Respond to customer service inquiries.
Provide administrative support to the assigned organizational function.
Receive, screen, and direct telephone calls and visitors.
Enter and update divisional information.
Maintain reports and logs.
Manage incoming and outgoing correspondence and documents.
Complete other related clerical activities.
Provide receptionist support and accomplish clerical and administrative functions.
Assist with scheduling meetings and TEAMS calls and providing support for related activities.
Establish and maintain office files (both paper and electronic) and divisional and management calendars.
Act as the Point of Contact (POC) for visitors and respond to non-technical inquiries, while directing technical calls to the appropriate individual.
Arrange and attend division staff meetings, take meeting minutes, and follow up on action items.
Participate in the Events Team to assist with ceremonies or visits.
Maintain, update, and submit support requests.
Prepare reports, attend meetings, manage correspondence, or support related projects within the assigned division.
Maintain personnel information, including employee records, accident reports, performance appraisals, and job descriptions.
Provide basic information on personnel matters such as training, leave, and benefits.
Prepare and maintain a log of all travel and training requests.
Assist with creating travel authorizations and reviewing travel claims.
Develop Hiring Panel Packages.
Update and maintain command Divisional Rosters (Organizational Charts).
Manage CG-AIR Distribution lists within USCG One (CGOne).
Ensure competency mapping is completed if assigned to a Technical Evaluation Team (TET).
Add new employees to the Employee Notification System.
Maintain Regroup rosters for assigned AOR.
Design and manage electronic document workflow.
Assist with transitioning and managing division correspondence and workflows in Microsoft SharePoint.
Develop and maintain rudimentary databases that automate manual organizational functions.
Develop methods to automate recurring reports.
Modify existing automated systems to update functionality or correct problems.
Prepare templates for division newsletters, brochures, reports, and briefings.
Prepare and distribute various reports and distill disparate report elements into a well-organized presentation.
Publish and maintain reports and division material to the USCG Portal website.
Improve organization and retrieval of office correspondence, printing labels, and batched letter production.
Develop sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports.
Provide administrative support and produce USCG correspondence, documents, spreadsheets, and graphics.
Manage physical document archives.
Ensure structured tracking via the ALC eRouter.
Ensure all correspondence is processed and filed per the division’s leadership, and transfer archives to the federal document repository.
Stock and submit purchase requests for office supplies and maintain office equipment.
Assist with the acquisition and disposal of government-furnished supplies and equipment.
Establish orders, receive, record, and distribute technical publications.
Perform scheduled and routine technical publication audits.
Maintain division Internet/Intranet presence by uploading files to the division website.
Submit heat tickets/work requests for divisional issues.
Assist with monitoring divisional budgets, including building a Procurement Request (PR).
Maintain the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms.
Draft letters, memoranda, and respond to non-technical inquiries.
Review divisional correspondence for grammatical accuracy, punctuation, format, etc., and ensure suspense dates are met.
Establish, maintain controls, and follow up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents.
Provide control of division directives, ensuring correct routing, currency, and clerical accuracy.
Review outgoing mail for enclosures, dates, signatures.
Serve as timekeeper for Government employees in GovTA, including resolving discrepancies, addressing inquiries, and managing accounts.
Set and update default schedules for employees.
Create and manage Work Time transactions.
Generate biweekly reports, such as unvalidated/uncertified timecards, and review leave audit reports.
Print weekly approved leave reports and validate timecards.
Assist with correcting timecards and adding holidays or administrative time.
Annually update accounting data and review the Time and Attendance Summary.
Complete online training provided at the USCG’s expense.
Maintain organizational automation tools, a Technical Library, and an electronic document repository.
Provide ALMIS reports to CG-AIR-E.
Develop and maintain application productivity enhancements that increase CG-AIR-E’s efficiency and effectiveness.
Serve as the Technical Information Management and Ordering System (TIMOS), Aviation Technical Information Portal (ATIP), and Aircraft Configuration Control Board (ACCB) POC for USCG Headquarters and provide support.
Perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraints.