Documentation and Administrative Support

PEOPLE TECHNOLOGY AND PROCESSES LLC • Mobile, AL

1d • Onsite

About The Position

This role provides day-to-day administrative support for OPC business, focusing on documentation and administrative tasks in areas such as communications, documentation capture, writing, task tracking, briefings, and meeting support. The position involves developing various documents like PowerPoint presentations, emails, white papers, and spreadsheets, as well as generating program documentation and recording meeting notes and action items. The role requires obtaining and presenting information, preparing reports, and providing input and editing for routine and non-routine reports. The Contractor will be provided with established formats and templates by the Government. The position involves researching, assembling, and summarizing material related to OPC PRO office functions, monitoring organizational compliance with reporting requirements, and advising personnel on document requirements and formats. It also includes contacting senior military and civilian personnel to gather information, exercising judgment to validate conflicting information, and presenting completed information comprehensively. The role involves managing incoming correspondence, preparing executive and staff-level correspondence, maintaining logs, and reviewing outgoing correspondence for accuracy and compliance. The position requires utilizing Microsoft Office Suite and associated programs, handling office visitors and telephone calls, screening inquiries, and maintaining calendars. It also includes arranging appointments, accepting or declining invitations, coordinating conferences and meetings, and maintaining office records and files. The role supports office missions by reviewing data for completeness and accuracy, compiling statistics, and performing periodic reviews of office procedures to recommend improvements. Additionally, it involves making all necessary arrangements for official command travel using the USCG travel system, coordinating travel for Distinguished Visitors, ensuring protocol obligations are met, and maintaining the Command Official Guest Register. The position supports the administration, collection, and submission of data calls, which are routine but require fast turnaround times. It also involves tracking and supporting administrative items in the review and approval process, including decisional memoranda, MSAM documents, agreement memoranda, personnel training, evaluations, certifications, and awards. The role requires applying specific directives for communicating messages internally and externally, supporting the Program’s communication functions by researching and recommending communication tools, creating draft communication products, and supporting the coordination of special programs and media events. This includes researching information for media queries, maintaining a history file of program-related media, and supporting ceremonial events by coordinating with other CG directorates, managing invitational guest lists, and reviewing print packages. The role participates in ceremonial-related meetings, tracks action items, relays information to leads, and provides potential resolutions. It also involves tracking dates, developing program-specific ceremonial POA&M reports, and maintaining them until event completion.

Requirements

• Minimum of Four (4) years office environment documentation support.
• Knowledge of Microsoft Office software suite, including but not limited to, Word, PowerPoint and Excel.
• General document processing and management.
• 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.
• SECRET clearance required.

Nice To Haves

• Bachelor’s Degree.
• Substitution for a bachelor’s degree will be minimum of four years of relevant experience in addition to the required minimum years of experience.

Responsibilities

• Provide day-to-day administrative support for OPC business, including documentation and administrative support in communications, documentation capture, writing, task tracking, briefings, and meeting support.
• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, and graphs.
• Generate overall program documentation and record meeting notes and action items.
• Obtain and present information and prepare a variety of recurring and special reports.
• Provide input and editing to routine and non-routine reports.
• Research, assemble, and summarize a wide variety of material pertaining to OPC PRO office functions.
• Monitor organization actions in responding to and complying with reporting requirements.
• Advise office personnel on requirements of documents and formats.
• Contact senior military and civilian personnel within the organization to obtain information.
• Exercise judgment in validating conflicting information and present completed information in a comprehensive manner.
• Receive all incoming correspondence addressed to the office; determine which should be brought to the supervisors’ attention or handled personally and establish suspense controls.
• Attach copies of previous correspondence and other background information as necessary.
• Prepare executive and staff level correspondence and non-technical reports.
• Maintain logs and records on incoming correspondence and follow up to ensure timely action.
• Review outgoing correspondence for supervisor's signature to ensure compliance with procedures, policies, proper format, grammar, and typographical accuracy, and that all necessary background material is attached.
• Discuss inaccuracies, deviations from procedures, and omissions with originator or subordinate clerical staff to obtain necessary corrections or background materials.
• Utilize various automated systems including Microsoft Office Suite and associated programs.
• Receive office visitors and telephone calls determining the identity of the caller and general purpose of the call.
• Conserve time of superior by encouraging the caller to speak with appropriate staff members.
• Screen calls and inquiries to select those which can be handled from personal knowledge of program activities, procedures, and requirements but which do not require technical program information.
• Maintain calendars as assigned.
• Arrange, modify, and/or refuse appointments, accept or decline invitations to receptions, ceremonies, and meetings.
• Keep assigned personnel informed of schedule, make adjustments, and arrange for attendance by staff members as necessary.
• Arrange conferences, meetings, and maintain office records and file documents, obtaining and consolidating statistical and informative material from office files and records.
• Perform a variety of duties in support of office missions.
• Receive and review data to determine completeness and accuracy.
• Compile statistics and supporting analyses for use in the decision-making process.
• Deal directly with supervisors to obtain revised and updated information in a compressed timeframe.
• Perform periodic review of office procedures, coordination, and workflow, and make recommendations for changes to ensure effective and efficient operations regarding administrative and clerical work.
• Perform all necessary arrangements required for official command travel, including airline reservations, billing, hotel accommodation/reservations, rental car reservations, and travel document origination/processing.
• Maintain information, detailed itineraries, schedules, and other records of official travel.
• Coordinate travel and create detailed itineraries for Distinguished Visitors.
• Ensure all official protocol obligations are met.
• Ensure adequate provisions are made for protocol requirements.
• Maintain the Command Official Guest Register.
• Support the administration, collection, and submission of data calls.
• Maintain tracking for and support administrative items in the review and approval process.
• Apply COMDTINST M5216.4 (series) which identifies and communicates messages, both internal and external to the organization, articulates and educates diverse audiences.
• Support the Program’s performance of the communications functions.
• Research suitable communication tools and products (web, articles, white papers, and similar type reports or articles) and provide recommendations to the COR.
• Create draft communication products.
• 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.
• Participate in ceremonial related meetings and track action items that require specific Surface Program personnel response or resolution.
• Relay information back to the specific Surface Program lead for that particular ceremonial event and provide potential resolutions to the issue as needed.
• Track dates and schedule changes, develop program specific ceremonial POA&M reports and maintain them until completion of the event.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level