Administrative Assistant Ops Division - USCG

STI-TEC; Elizabeth City (NC); On-site; USD 40,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) retirement savings

Paid time off (PTO)

Job summary

STI-TEC is seeking a professional to support the United States Coast Guard (USCG) in Elizabeth City, NC. The role includes managing office functions, scheduling meetings, and maintaining personnel records, requiring excellent communication and organizational skills.

Candidates should have at least 2 years experience with USCG procedures and be proficient in Microsoft Office applications. Benefits include medical coverage, life insurance, retirement savings, and more.

Qualifications

• At least 2 years’ experience in USCG procedures including aeronautical practices.
• Demonstrated experience with ALMIS reports.
• Familiarity with required COMDTINSTs and ALCINSTs.

Responsibilities

• Assist with scheduling meetings and TEAMS calls.
• Manage employee records and provide information on personnel matters.
• Act as the Point of Contact for visitors and respond to inquiries.

Skills

Excellent written and verbal communication skills

Knowledge of Microsoft Office applications

Ability to manage multiple tasks with competing deadlines

Education

U.S. Citizen

Read, write, speak, and comprehend English

Job description

Position Overview

Provide support to The United States Coast Guard (USCG), CG-AIR’s (including the Aviation Logistics Center (ALC), Aviation Projects Acquisition Center (APAC), and Office of Aeronautical Engineering (CG-AIR-E)).

Essential Job Function

• Assist with scheduling meetings and TEAMS calls and providing support for related activities.
• Establish and maintain office files (paper and electronic) and divisional and management calendars in accordance with USCG and local command procedures.
• Act as the Point of Contact (POC) for visitors, responding to non‑technical inquiries and directing technical calls to the appropriate individual.
• Arrange and attend division staff meetings, take minutes, and follow up to ensure action items are completed on schedule.
• Participate in the Events Team to assist with ceremonies or visits at ALC, working with Protocol Specialist or the Command Secretary.
• Maintain, update, and submit support requests.

Other Duties as Assigned

• Examples include preparing reports, attending meetings, managing correspondence, or supporting related projects within the assigned division.
• All additional duties must be assigned by the designated AOR, COR, or KO, and must fall within the scope of the contract.

Maintain Personnel Information

• 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), ensuring personnel information is current and removing personnel who leave the command.
• Manage CG‑AIR Distribution lists within USCG One (CGOne).
• Ensure 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.
• Develop and maintain databases, including:
  • Designing and managing electronic document workflow.
  • Assisting and working with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows in Microsoft SharePoint.
  • Developing and maintaining rudimentary databases that automate manual organizational functions (e.g., document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, and USCG Portal websites).
  • Developing methods to automate recurring reports.
  • Modifying existing automated systems to update functionality or correct problems.
  • Preparing templates for division newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
  • Preparing and distributing various reports and distilling disparate report elements into a well‑organized and easily understood presentation of graphical and narrative elements.
  • Publishing and maintaining reports and division material to the USCG Portal website.
  • Improving organization and retrieval of office correspondence, printing labels, and batched letter production.
  • Developing sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports.
  • Providing administrative support and producing USCG correspondence, documents, spreadsheets, and graphics as requested for division support.
  • Managing physical document archives.
  • Ensuring structured tracking via the ALC eRouter.
  • Ensuring that all correspondence is fully processed and filed per the division’s leadership, as well as transferring archives to the federal document repository in accordance with the USCG Records Management Program.

Clerical Functions

• Support office productivity by stocking and submitting purchase requests for office supplies in the applicable application/system and maintaining office equipment.
• Assist with acquiring and disposing of government furnished supplies and equipment within current USCG policies.
• Establish orders, receive, record, and distribute technical publications.
• Perform scheduled and routine technical publication audits in accordance with applicable USCG policies.
• Maintain division Internet/Intranet presence by uploading files to the division website and ensuring that all materials displayed are current and up to date.
• Provide timely submission of heat tickets/work requests for divisional issues.
• Assist with monitoring divisional budgets, including building Procurement Request (PR) with information provided by government personnel.
• Maintain the 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 of the documents.
• Review outgoing mail for enclosures, dates, signatures in accordance with the USCG Correspondence Manual COMDTINST M5216.4 and USCG ALCINST 5216.1.

Serve as Timekeeper for Government Employees (GovTA)

• Resolve discrepancies.
• Address inquiries.
• Manage delegate assignments, supervisor designations, and employee accounts (e.g., unlock/reset passwords).
• Set and update default schedules for employees.
• Create and manage Work Time transactions, entering work hours once transactions are created.
• Generate biweekly reports such as unvalidated/uncertified timecards and review leave audit reports.
• Print weekly approved leave reports and validate timecards upon AOR request.
• Assist with correcting timecards and adding holidays or administrative time when necessary.
• Annually update accounting data and review the Time and Attendance Summary.

Aviation Training Program Management

• 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.
• Training liaison: act as liaison between training commands, Flight Examining Boards, and station personnel throughout the training process.
• Primary POC: serve as the primary POC on training and training record/flight pay administration questions in accordance with COMDTINST M3710.1; draft and update training records and provide guidance on standards and requirements to maintain ground and flight designation and qualifications.

Ground Support Equipment Management

• Develop and maintain a master 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 by 15th of March, June, September, and December each year.

Training Records System

• Create and maintain training records for each aircraft type; provide updates to training software for OPS and Flight Examining Board Members.

Flight Training Oversight

• Track flight training requirements and currency by systematically reviewing pilot and aircrew training records for military and operational contract pilots in accordance with COMDTINST M3710.1; assist the Operations Office with incoming ALC pilot requirements by providing training data and coordinating qualification courses.

Scheduling and Monitoring

• Schedule all training requirements in accordance with COMDTINST M3710.1; monitor pilots’ 30‑day warm‑up requirements and notify members before expiration; coordinate pilot simulator and proficiency courses with the ALC Training Coordinator.

Publication and Documentation Management

• Distribute publication updates to all ALC pilots and air crews; assist the Aviation Incentive Pay Administrator in managing Hazardous Duty Incentive Pay by maintaining files, records, and documentation.
• Provide electronic authorization for individuals to obtain protective flight clothing.

Instruction and Policy Updates

• Review and revise ALCINSTs, syllabi, and standardization check forms as needed for approval; develop new instructions, syllabi, and standardization check forms in accordance with COMDTINSTs and policies.

Maintenance Qualifications

• Manage maintenance qualifications for military and civilian personnel; maintain records for pilots, aircrews, and employees (military, civilian, and contractor).

Personnel Training Records

• Schedule training requirements in accordance with applicable Commandant and ALCINSTs, including COMDTINST M3710.1; receive and transfer personnel training records.

Customer Service and Database Management

• Assist the Unit Training Officer (UTO) in managing and resolving customer complaints; monitor and maintain databases while supporting audit teams with data requirements.

Annual Curriculum Review

• Conduct annual reviews of legal and other applicable requirements to ensure training curriculum remains up to date; recommend changes as necessary.

Training Requirement to Include

• This role requires the completion of online training provided at the USCG’s expense. While contractor employees may not supervise USCG personnel, they are permitted to serve as timekeepers since this is a ministerial function involving the input of time and leave approved by the USCG employees’ supervisor.

Minimum Qualifications

• U.S. Citizen
• Read, write, speak, and comprehend English
• Excellent written and verbal communication skills
• Knowledge of basic arithmetic
• Knowledge of Microsoft Office applications
• Ability to manage multiple tasks with competing deadlines
• Ability to work with minimal Government oversight
• At least 2 years’ experience in USCG procedures including aeronautical practices (COMDTINST M13020.1) utilizing ALMIS
• Demonstrated experience with ALMIS reports
• Ability to speak in front of large groups
• Ability to produce formal documents and reports
• Familiarity with: COMDTINST M5216.4, COMDTINST M3710.1, COMDTINST M13020.1, COMDTINST M7220.29, ALCINST 13020.1, ALCINST 3710.1, ALCINST 5224.4 (required prior to start date)

Desired Qualifications

• 1 year experience in USCG procedures
• Proficiency in ALMIS
• Proficiency in AMMIS

Benefits

• Medical, dental, and vision coverage
• Life insurance
• Short‑term/long‑term disability coverage
• Retirement savings – 401(k)
• Paid time off (PTO)
• Holiday leave
• Alternate work schedules (depending on work site)
• Flexible spending account options

STI‑TEC is an equal opportunity employer and values diversity. Employment is decided on the basis of qualifications, merit, and business need. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.