Documentation and Administrative Support

People Technology And Processes; Mobile (AL); On-site; USD 32,000 - 46,000; Full time

Job summary

People Technology And Processes in Mobile, AL seeks a Documentation and Administrative Support professional to handle day-to-day administrative tasks, documentation capture, and the creation of presentations, emails, and reports.

The role supports the OPC program office by preparing meeting notes, tracking action items, maintaining calendars, handling correspondence, and coordinating travel while ensuring compliance with procedures and templates.

Qualifications

• Minimum of Four (4) years in an office environment with documentation support.
• Bachelor’s Degree; substitution allowed with four years of relevant experience.
• Strong MS Office skills; ability to create professional documents and presentations.
• Ability to research, collect and consolidate data for reports.
• Knowledge of standard document processing and formatting procedures.

Responsibilities

• Provide day-to-day administrative support and documentation in communications and meeting support.
• Develop PowerPoint presentations, emails, documents, white papers, and spreadsheets.
• Prepare and edit routine and special reports; summarize material for customers.
• Receive and route correspondence; maintain calendars and coordinate appointments.
• Arrange official travel, maintain itineraries, and manage records of travel.
• Track action items, notes, and ensure timely delivery of information to stakeholders.
• Support data calls and provide fast turnaround responses as required.

Skills

Documentation support

Data collection

Report preparation

Research ability

MS Word

Education

Bachelor’s degree

Tools

Microsoft Office

PowerPoint

Excel

Word

Job description

Job DetailsJob Location: Mobile, AL 36608Position Type: Full TimePosition title: Documentation and Administrative Support

Location: Mobile, Alabama

Clearance required: SECRET

Responsibilities include (but are not limited to):

• Provide for the day-to-day administrative needs of OPC business to include documentation and administrative support in the areas of communications, documentation capture, writing, task tracking, briefings, and meeting support. Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, generate overall program documentation, and record meeting notes and action items and deliver to customers.
• Obtain and present information and prepare a variety of recurring and special reports. Provide input and editing to routine and non-routine reports. The Government will provide the Contractor with routine reports established formats and templates upon tasking. 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 material is presented in compliance with current procedures and policies, proper format, grammar and typographical accuracy and that all necessary and appropriate background material are 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. Attempt to 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 the 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. These arrangements are to be completed using the USCG travel system and include: 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. These data calls are routine in nature but generally require a very fast turnaround time for responses. Past program history shows that there will be 40 data calls per hull per annum per program at a minimum that requires a response within 24 hours but with an expedited timeframe on some of less than 4 hours.
• Maintain tracking for and support administrative items in the review and approval process. The following is a list of items to be tracked: decisional memoranda, MSAM documents (plans and reports), agreement memoranda (Memorandums of Understanding (MOUs), Memorandums of Agreement (MOAs), Inter/Intra Agency Agreements (IAAs), personnel training, member evaluations, certifications, and awards. This tasking requires follow up on documents in the concurrent clearance and sequential approval processes.
• Apply COMDTINST M5216.4 (series) which identifies and communicates messages, both internal and external to the organization, articulates and educates diverse audiences such as the Project Sponsor, Industry Expos/Conventions and Media. Support the Program’s performance of the communications functions as stated below: Research suitable communication tools and products (web, articles, white papers, and similar type reports or articles) and provide recommendations to the COR that match these items to key calendar or acquisition events (i.e. Industry Day and professional symposiums). Create draft communication products. Examples of products include literature, trifolds, and handouts that enable the Project Office to respond to information requests required by technical instructions, maintaining a history file of project related media, and forwarding information through the CG-9 communications team. Support the coordination of special programs and media events. Examples of support include researching and gathering information that enables the Program Office and PRO to respond to media queries required by technical instructions, maintaining a history file of program related media. If a ceremonial event is scheduled, 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 that 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.

Qualifications

• Minimum of Four (4) years office environment documentation support.
• 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.
• 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.