Administrative Assistant (OPS Division)

JP Logistics & Consulting LLC•Elizabeth City, NC

2d•Onsite

About The Position

JP Logistics & Consulting, LLC (JPLC) is seeking a full-time Administrative Assistant for the OPS Division 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 the assigned organizational function. Key duties include managing aviation-specific training records, handling correspondence, maintaining databases, and supporting various administrative functions within the OPS Division. The position requires strict attention to detail to ensure compliance with USCG regulations.

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 Microsoft Word, Microsoft Excel, Microsoft PowerPoint.
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.
Perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraints.
Ability to perform normal administrative functions.
Ability to speak in front of large groups.
Ability to produce formal documents and reports.
Familiar with COMDTINST M5216.4
Familiar with COMDTINST M3710.1
Familiar with COMDTINST M13020.1
Familiar with COMDTINST M7220.29
Familiar with ALCINST 13020.1
Familiar with ALCINST 3710.1
Familiar with ALCINST 5224.4
At least two (2) years’ experience in USCG procedures, to include USCG aeronautical practices as defined in COMDTINST M13020.1, utilizing ALMIS.
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.
One (1) year of experience in USCG procedures to include proficiency in using: Aviation Logistics Management Information System (ALMIS).
One (1) year of experience in USCG procedures to include proficiency in using: 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 at ALC.
Maintain, update, and submit support requests.
Manage employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents.
Provide basic information on personnel matters such as training, leave, benefits, and other job-related procedures.
Prepare and maintain a log of all travel and training requests for division-funded activities.
Assist with creating travel authorizations, reviewing travel claims, and notifying employees of required changes or corrections.
Develop Hiring Panel Packages.
Update and maintain command Divisional Rosters (Organizational Charts).
Manage CG-AIR Distribution lists within USCG One (CGOne).
Ensure that competency mapping is completed if the admin is assigned to a Technical Evaluation Team (TET).
Add new employees to the current Employee Notification System upon check-in.
Maintain Regroup rosters for assigned AOR.
Design and manage electronic document workflow.
Assist and work with the SharePoint Developer/Administrator to transition and manage 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 utilizing Microsoft Publisher.
Prepare and distribute various reports and distill disparate report elements into a well-organized and easily understood presentation of graphical and narrative elements.
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 as requested for division support.
Manage physical document archives.
Ensure structured tracking via the ALC eRouter.
Ensure that all correspondence is fully processed and filed per the division’s leadership, as well as transferring archives to federal document repository IAW the USCG Records Management Program.
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 Procurement Requests (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 the correct routing, currency, and clerical accuracy of the documents.
Review outgoing mail for enclosures, dates, signatures.
Serve as timekeeper for Government employees in GovTA.
Resolve discrepancies in timekeeping.
Address timekeeping inquiries.
Manage delegate assignments, supervisor designations, and employee accounts.
Set and update default schedules for employees.
Create and manage Work-Time transactions, including entering work hours.
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 USCG’s expense.
Ensure continuity of the Aviation Training Program.
Manage complex training issues.
Conduct periodic reviews and revisions of current instructions.
Maintain continuity to military Operation personnel.
Serve as liaison between training commands, Flight Examining Boards, and station personnel throughout the training process.
Serve as the primary POC on training and training record/flight pay administration questions.
Draft and update training records and provide guidance to personnel regarding standards and requirements to maintain ground and flight designation and qualifications.
Develop and maintain a mast list of all ground support equipment used by licensed military, civilian, and contractor personnel at CG-AIR.
Provide quarterly updates of initial qualifications and expiration dates to the BOD at ALC.
Create and maintain training records for each aircraft type.
Provide updates to training software for OPS and Flight Examining Board Members.
Track flight training requirements and currency by systematically reviewing pilot and aircrew training records.
Assist the Operations Office with incoming ALC pilot requirements by providing training data and coordinating qualification courses.
Schedule all training requirements.
Monitor pilots’ 30-day warm-up requirements and notify members before expiration.
Coordinate pilot simulator and proficiency courses with the ALC Training Coordinator.
Distribute publication updates to all ALC pilots and air crews.
Assist the Aviation Incentive Pay Administrator in managing Hazardous Duty Incentive Pay.
Provide electronic authorization for individuals to obtain protective flight clothing.
Review and revise ALCINSTs, syllabi, and standardization check forms.
Develop new instructions, syllabi, and standardization check forms.
Manage maintenance qualifications for military and civilian personnel.
Maintain records for pilots, aircrews, and employees (military, civilian, and contractor), including maintenance qualifications.
Schedule training requirements.
Receive and transfer personnel training records.
Assist the Unit Training Officer (UTO) in managing and resolving customer complaints.
Monitor and maintain databases while supporting audit teams with data requirements.
Conduct annual reviews of legal and other applicable requirements to ensure the training curriculum remains up to date.
Recommend changes to the training curriculum as necessary.