Administrative Assistant - USCG

STI-TEC; Elizabeth City (NC); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) retirement savings

Paid time off

Job summary

STI-TEC is seeking a candidate to provide essential support for the USCG in Elizabeth City, North Carolina. The role requires excellent communication skills, proficiency in Microsoft Office, and the ability to handle multiple duties effectively. Responsibilities include managing office records, assisting with meeting schedules, and serving as the Point of Contact for visitors.

The ideal candidate will have a strong background in office management and a commitment to supporting the U.S. Coast Guard’s mission. Benefits include medical and dental coverage, a 401(k) retirement plan, and paid time off.

Qualifications

• U.S. Citizen with excellent written and verbal communication skills.
• Proficient in Microsoft Office applications and management of multiple tasks.
• Ability to work with minimal supervision and maintain confidentiality.

Responsibilities

• Assist with scheduling and managing office files.
• Act as Point of Contact for visitors and manage employee records.
• Develop and maintain organizational databases and correspondence.

Skills

Excellent written and verbal communication skills

Knowledge of Microsoft Office applications

Strong analytical and problem-solving skills

Ability to manage multiple tasks

Education

U.S. Citizenship

Tools

Microsoft Office Suite

Job description

Position Overview

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

Essential Job Functions

• Assist with scheduling meetings and TEAMS calls and providing support for related activities.
• Establishing and maintaining office files (both paper and electronic) and divisional and management calendars in accordance with (IAW) USCG and local command procedures.
• 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 to ensure action items are completed as scheduled.
• 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, review travel claims upon receipt, and notify employees of any required changes or corrections.
• Develop Hiring Panel Packages.
• Update and maintain command Divisional Rosters (Organizational Charts) by ensuring personnel information is kept 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 to include:
• Design 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 (e.g., document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, and USCG Portal websites).
• 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, print 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.

Clerical Functions

• Support office productivity by stocking and submitting purchase requests for office supplies in applicable application/system and maintaining office equipment.
• Assist with acquisition and disposal 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 IAW applicable USCG policies.
• Maintain division Internet/Intranet presence by uploading files to the division web site and ensuring that all materials displayed on the web are current and up to date.
• Be responsible for the 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.
• Be responsible for 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 IAW the USCG Correspondence Manual COMDTINST M5216.4 and USCG ALCINST 5216.1.

Serve as Timekeeper for Government Employees in GovTA

• Resolve discrepancies.
• Address inquiries.
• Manage delegate assignments, supervisor designations, and employee accounts (e.g., unlocking/resetting passwords).
• Set and update default schedules for employees.
• Create and manage Work Time transactions, including 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.

Training Requirement

• This role requires 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.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, SharePoint, Publisher, Teams, Adobe Acrobat Pro).
• Excellent interpersonal, written, and oral communication skills.
• Strong analytical, problem‑solving, organizational, grammar, and planning skills.
• Ability to prioritize and manage tasks in a multitasking environment.
• Ability to maintain highest level of confidentiality.
• Ability to perform detailed work under time constraints with frequent interruptions.
• Physical: stooping, reaching, standing, walking/sitting extended periods; push/pull up to 30 lbs; lift/carry up to 20 lbs; climbing stairs, kneeling, crouching.

Desired Qualifications

• 1 year experience in USCG procedures.
• Proficiency in ALMIS.
• Proficiency in AMMIS.
• 1 year experience in USCG aeronautical practices (COMDTINST 13020.1).
• Microsoft Certified Solutions Expert – SharePoint 2010 or newer.

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.

Equal Employment Opportunity Statement

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.

If you need assistance or an accommodation due to a disability, you may contact us at [e-mail] or call us at 1+918.583.9900.

• This job posting is to identify potential candidates for positions in order to respond to a request for proposal. This job posting, including but not limited to, qualifications, duties, compensation and benefits, is subject to change based on the terms and conditions of the awarded contract and is contingent on STI‑TEC being awarded the contract.