Administrative Assistant

Katmai; Virginia; On-site; USD 45,000 - 65,000; Full time

Job summary

Katmai seeks an experienced administrative professional to support MCWL/FD G-1 with personnel administration, travel management, records handling, and correspondence.

The role involves coordinating scheduling, document control across Marine Corps and Navy systems, and maintaining SharePoint sites while supporting leadership with briefings and meeting logistics.

This full-time position requires the ability to multi-task in a dynamic government environment in Virginia and a valid security clearance.

Qualifications

• Experience with Marine Online (MOL), DTS, JTR, and naval correspondence.
• Knowledge of DCPDS, IAPS, ETMS2/TMT, SharePoint, and Citi/Visa reporting tools.
• Understanding of the Marine Corps structure and missions.
• Proficiency with Microsoft Office suite.

Responsibilities

• Review, monitor, track, and support personnel actions in MOL, DCPDS, and other systems.
• Prepare, edit, and route awards actions using IAPS or equivalents.
• Assist in MCWL/FD personnel travel using DTS including domestic/foreign travel and lodging coordination.
• Review DTS travel authorizations and vouchers for compliance with JTR.
• Assist in processing joins/departures and maintain administrative processing.
• Compose, review, edit, and route official written correspondence per Naval standards.

Skills

Marine Online (MOL)

DTS

DCPDS

IAPS

ETMS2/TMT

SharePoint

Citibank / Visa IntelliLink

Microsoft Office

Secret clearance

security access / background checks

Education

Bachelor’s degree or commensurate military education/experience

Tools

MOL

DTS

DCPDS

IAPS

ETMS2/TMT

SharePoint

Citibank / Visa IntelliLink

Job description

SUMMARY

Provide administrative and operational support in a variety of processes to the Marine Corps Warfighting Laboratory/Futures Directorate (MCWL/FD) G-1. Responsibilities include personnel administration, travel program management, records management, correspondence preparation, task tracking, and information management across multiple Marine Corps and Department of the Navy enterprise systems. Maintain both electronic and physical records, ensures accuracy of documentation, and supports command staff through scheduling, reporting, and administrative coordination.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Review, monitor, track, and support execution of personnel actions in Marine Online (MOL), the Defense Civilian Personnel Data System (DCPDS), and other personnel management systems.
• Prepare, edit, and route awards actions utilizing the Improved Awards Processing System (IAPS) or other authorized submission methods.
• Assist in all phases of MCWL/FD personnel travel using the Defense Travel System (DTS), including planning, processing authorizations (for both domestic and foreign travel), coordinating group lodging, and coordinating cross-organizational travel funding.
• Review and audit DTS travel authorizations and vouchers to ensure compliance with current travel regulations and policies, including the Joint Travel Regulations (JTR).
• Assist in processing MCWL/FD personnel joins and departures, ensuring proper administrative processing into and out of the command.
• Compose, review, edit, route, and track official written correspondence in accordance with Standard Naval Correspondence guidelines and applicable USMC/Navy enterprise systems.
• Provide technical and information management support including maintenance of SharePoint collaborative sites and information repositories.
• Maintain key document archives within the Enterprise Task Management Software Solution/Task Management Tool (ETMS2 / TMT).
• Provide calendar and schedule management for G-1 leadership and staff, including meeting coordination and scheduling.
• Participate in meetings, record minutes, track action items, and distribute meeting documentation as directed.
• Assist in preparation and distribution of briefing materials and administrative documentation for meetings and events.
• Provide calendar management, initiating and monitoring schedule/meeting requests and prioritizing these requests for G-1 meeting spaces.
• Maintain regular and punctual attendance.
• Perform other duties as required.

SUPERVISORY RESPONSIBILITIES

None.

MINIMUM QUALIFICATIONS

• Extensive working knowledge and demonstrated subject matter expertise with Marine Online (MOL), Defense Travel System (DTS), Joint Travel Regulations (JTR) and Naval correspondence.
• Working knowledge of Defense Civilian Personnel Data System (DCPDS), Improved Awards Processing System (IAPS), Enterprise Task Management Software Solution/Task Management Tool (ETMS2/TMT), SharePoint, and Citibank / Visa IntelliLink reporting tools.
• Working knowledge of the Marine Corps, its missions and structure.
• Intermediate knowledge of the Microsoft Office suite.
• Must obtain and maintain a valid Secret security clearance (generally, U.S. citizenship required).
• Must obtain and maintain any necessary security access and/or background checks.

DESIRED QUALIFICATIONS & SKILLS

• Bachelor’s degree preferred, or commensurate military education and experience.
• Excellent oral and written communications skills.
• Ability work independently with little or no supervision, be exceedingly well organized, flexible.
• Strong organizational skills and detail oriented.
• Ability to multi-task.
• Ability to perform diverse duties under operating and deadline constraints.
• Demonstrates accuracy and thoroughness; monitors own work to ensure quality.

WORK SCHEDULE

Full-time. May be required to work additional hours as needed to complete assignment or project.

TRAVEL

The expected travel time is less than 25%.

DRIVING REQUIREMENTS

Must have or be able to attain a valid state driver’s license and be insurable on the company’s automobile insurance policy. Driving, with or without accommodation, may be required when traveling for training and/or short occasional amounts of local driving. The expected driving time is less than 25%.

WORK ENVIRONMENT

Work is performed primarily in an office setting and occasionally in a trade show environment. May be exposed to sharp objects, some heat, loud noise, chemicals, and vibration. Use of personal protective equipment is mandatory. Employee will be exposed to a wide variety of people in differing functions, personalities, and abilities.

PHYSICAL DEMANDS

Frequent sitting, using hands/fingers, handling, reaching with hands and arms, talking, hearing; occasional walking or standing, occasional lifting of up to 10 lbs. It is Katmai’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

Compensation & Benefits:

• Pay: $39.97/hr.
• H&W: $5.09
• Eligible Benefits: Medical, Dental, Vision, Life & AD&D Insurance, Long-Term & Short-Term Disability Insurance, 401(k) Savings Plan, Employee Assistance Program (EAP), Vacation & Paid Personal Time, 11 Paid Federal Holidays, and Leave of Absence.

Compliance:

We are a VEVRAA Federal Contractor.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color,religion, sex, sexual orientation, gender identity or national origin, disability status, protected veteran status, marital status, familial status or any other characteristic protected by law.

Preference will be given to Ouzinkie Shareholders, Descendants of Shareholders and Spouses of Shareholders in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2000e - 2(i).