(C) Documentation/Administrative Specialist

THE MCHENRY MANAGEMENT GROUP, LLC • Mobile, AL

1d

About The Position

?Documentation/Administrative Specialist?to support the?United States Coast Guard (USCG)?Offshore Patrol Cutter (OPC) Resident Inspection Office (RIO) in Mobile, AL.

Requirements

• Background check, US Citizenship, CAC and a secret clearance are requirements of this position.
• This position requires eligibility for a Secret security clearance, to be obtained after hire. Only U.S. citizens are eligible for a security clearance; therefore, only current U.S. citizens will be considered for this position.
• Bachelor’s degree in a relevant technical or business field.
• In lieu of a Bachelor's degree, an additional four (4) years of relevant experience may be considered.
• At least four (4) years of relevant professional experience in an office environment providing documentation support.
• Proficient with the Microsoft Office suite, including but not limited to, Word, PowerPoint and Excel.
• Ability to research, collect, develop and consolidate data for use in the preparation of reports.
• Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced.
• Experience with general document processing and management.
• Proficient with the Microsoft Office suite including Word, Excel, PowerPoint, SharePoint, and Outlook, as well as other software/tools provided on the Coast Guard Standard Workstation.
• Strong communication and interpersonal skills.

Responsibilities

• Compile, analyze, and validate information to produce and edit recurring and special reports, ensuring compliance with reporting requirements while coordinating with personnel and presenting clear, comprehensive summaries.
• Manage incoming and outgoing correspondence by prioritizing, tracking, and ensuring accuracy and compliance, preparing executive-level communications, coordinating follow-ups, and utilizing automated systems to maintain efficient office operations.
• Manage front office operations by screening calls and visitors, coordinating schedules and appointments, organizing meetings, and maintaining records while ensuring efficient use of leadership time and effective information flow.
• Support office missions by validating data accuracy, compiling statistics for decision-making, coordinating updates with leadership under tight timelines, and recommending process improvements to enhance administrative efficiency.
• Coordinate and manage official command travel by arranging reservations, processing travel documentation and claims, maintaining detailed itineraries and records, and ensuring protocol compliance for leadership and distinguished visitors.
• Track and support administrative actions through review and approval processes by monitoring key documents, ensuring timely coordination and follow-up, and maintaining compliance with clearance and approval requirements.
• Support the coordination of special programs and media events.
• Support all ceremonial efforts (i.e., keel laying, christening, commissioning) to include correspondence and coordination with other CG directorates, preparation and tracking of invitational guest lists, review and editing of print packages and other documentation support.
• Track dates and schedule changes, develop program specific ceremonial Plan of Actions & Milestones (POA&M) reports and maintain them until completion of the event.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees