Documentation and Administrative Support

People, Technology & Processes, LLC; Mobile (AL); On-site; USD 45,000 - 60,000; Full time

Job summary

People, Technology & Processes, LLC is seeking a Documentation and Administrative Support professional in Mobile, Alabama. The role involves providing comprehensive day-to-day administrative needs, including managing documents, communications, and correspondence. Candidates should possess a Bachelor's degree and a minimum of four years of relevant experience.

Key responsibilities include preparing reports, coordinating travel, and ensuring compliance with reporting requirements. Strong proficiency in Microsoft Office Suite is essential for success in this position.

Qualifications

• Minimum of four years in an office environment providing documentation support.
• Proficient in Microsoft Office, including Word, PowerPoint, and Excel.
• Ability to research and consolidate data for reports.

Responsibilities

• Provide day-to-day administrative support, creating documents and presentations.
• Prepare, edit, and manage various reports and correspondence.
• Coordinate travel arrangements and maintain travel records.

Skills

Documentation support

Microsoft Office Suite

Report preparation

Education

Bachelor's Degree or equivalent experience

Job description

Position Title

Documentation and Administrative Support

Location

Mobile, Alabama

Clearance Required

SECRET

Responsibilities

• Provide day‑to‑day administrative needs of 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, graphs, generate overall program documentation, and record meeting notes and action items and deliver to customers.
• Obtain and present information and prepare 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 to comply with reporting requirements. Advise office personnel on document and format requirements. Contact senior military and civilian personnel to obtain information. Exercise judgment in validating conflicting information and presenting it comprehensively.
• 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 grammar and typographical accuracy, and that all necessary background material is attached. Discuss inaccuracies, deviations, 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, determine caller identity and purpose of call. Attempt to conserve a superior’s time by encouraging callers to speak with appropriate staff. Screen calls and inquiries to select those that can be handled from personal knowledge of program activities, procedures and requirements without requiring technical program information. Maintain assigned calendars. 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 staff attendance as necessary. Arrange conferences, meetings, maintain office records and file documents, and consolidate statistical and informative material from office files and records.
• Perform a variety of duties in support of office missions. Review data for completeness and accuracy. Compile statistics and supporting analyses for use in decision‑making. Deal directly with supervisors to obtain revised and updated information within 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 using the USCG travel system, including airline reservations, billing, hotel accommodation/reservations, rental car reservations, and travel document origination/processing. Maintain detailed itineraries, schedules and records of official travel. Coordinate travel and create detailed itineraries for Distinguished Visitors. Ensure all official protocol obligations are met and adequate provisions are made for protocol requirements. Maintain the Command Official Guest Register.
• Support the administration, collection and submission of data calls. These calls are routine but generally require a fast turnaround. Past program history shows that there will be at least 40 data calls per hull per annum per program, requiring a response within 24 hours, with some needing a response in less than 4 hours.
• Maintain tracking for and support administrative items in the review and approval process. Track decisional memoranda, MSAM documents (plans and reports), agreement memoranda (MOUs, MOAs, IAAs), personnel training, member evaluations, certifications, and awards. This tasking requires follow‑up on documents in concurrent clearance and sequential approval processes.
• Apply COMDTINST M5216.4 (series) to identify and communicate messages, both internal and external, and educate diverse audiences such as the Project Sponsor, Industry Expos/Conventions and Media. Support the Program’s communications functions as stated below.
• Research suitable communication tools and products (web, articles, white papers, and similar reports) and provide recommendations to the COR that match these items to key calendar or acquisition events (e.g., Industry Day and professional symposiums).
• Create draft communication products. Examples include literature, trifolds, and handouts that enable the Project Office to respond to information requests required by technical instructions, maintain a history file of program‑related media, and forward information through the CG‑9 communications team.
• Support the coordination of special programs and media events. This includes researching and gathering information to enable the Program Office and PRO to respond to media queries required by technical instructions, and maintaining a history file of program‑related media.
• If a ceremonial event is scheduled, support all ceremonial efforts (e.g., keel laying, christening, commissioning) including 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, track action items requiring specific Surface Program personnel response or resolution, relay information back to the specific Surface Program lead for that event, and provide potential resolutions 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.