Secret Cleared Documentation Administrative Support Specialist

Zantech; United States; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Competitive compensation

Strong benefits

Vacation package

Job summary

Zantech is seeking a Documentation & Administrative Support Specialist to provide comprehensive support for its OPC PRO office in Mobile, AL. The role encompasses managing correspondence, scheduling, travel coordination, and documentation support.

Ideal candidates will have a Bachelor's degree, four years of relevant experience, and proficiency in Microsoft Office. This position offers competitive compensation and benefits in a fast-paced environment.

Qualifications

• Minimum four years of experience in an office environment documentation support role.
• Must be able to obtain and maintain a Secret-level security clearance.
• Familiarity with USCG correspondence standards preferred.

Responsibilities

• Provide day-to-day administrative support including documentation capture and writing.
• Prepare recurring and special reports; summarize material pertaining to office functions.
• Receive and route all incoming correspondence; maintain logs and follow-up.

Skills

Microsoft Office suite proficiency

Document processing and management

Data collection and analysis

Education

Bachelor's degree

Job description

Zantech is looking for a Documentation & Administrative Support Specialist

The documentation & administrative support specialist provides comprehensive day‑to‑day administrative and documentation support for the OPC PRO office in Mobile, AL. The role supports the full range of office functions including correspondence management, scheduling, travel coordination, meeting support, data calls, ceremonial event coordination, and communications activities.

Responsibilities

• Provide day‑to‑day administrative support including documentation capture, writing, task tracking, briefings, and meeting support; develop PowerPoint presentations, emails, documents, white papers, spreadsheets, and graphs; record and deliver meeting notes and action items.
• Obtain and present information; prepare recurring and special reports; provide input and editing to routine and non‑routine reports; research, assemble, and summarize material pertaining to OPC PRO office functions.
• Receive all incoming correspondence, determine priority and routing, attach relevant background materials, establish suspense controls, and maintain logs on incoming correspondence with follow‑up to ensure timely action.
• Review outgoing correspondence for supervisor signature to ensure proper format, grammar, typographical accuracy, and compliance with current procedures and policies.
• Receive office visitors and telephone calls; screen calls and inquiries; maintain calendars; arrange, modify, and/or refuse appointments; accept or decline invitations to receptions, ceremonies, and meetings.
• Arrange conferences and meetings; maintain office records and file documents; obtain and consolidate statistical and informative material from office files and records.
• Perform all necessary arrangements for official command travel using the USCG travel system, including airline reservations, hotel accommodations, rental cars, and travel document processing; maintain detailed itineraries and records of official travel.
• Coordinate travel and create detailed itineraries for Distinguished Visitors; ensure all official protocol obligations are met; maintain the Command Official Guest Register.
• Support the administration, collection, and submission of data calls, including those requiring responses within 24 hours or less (as few as 4 hours); expected volume is a minimum of 40 data calls per hull per annum per program.
• Maintain tracking for administrative items in review and approval processes including decisional memoranda, MSAM documents, MOUs, MOAs, IAAs, personnel training records, member evaluations, certifications, and awards.
• Apply COMDTINST M5216.4 communications standards; research suitable communication tools and products (web, articles, white papers) and provide recommendations to the COR tied to key calendar or acquisition events.
• Create draft communication products including literature, trifolds, and handouts that enable the Project Office to respond to information requests; maintain a history file of project‑related media.
• Support coordination of special programs and media events; research and gather information to enable the Program Office and PRO to respond to media queries.
• If ceremonial events are scheduled (keel laying, christening, commissioning), support all ceremonial efforts including correspondence, coordination with CG directorates, preparation and tracking of invitational guest lists, and review/editing of print packages.
• Participate in ceremonial‑related meetings, track action items, relay information to the appropriate Surface Program lead, and develop/maintain program‑specific ceremonial POA&M reports.
• Compile statistics and supporting analyses for decision‑making; perform periodic review of office procedures and workflow; make recommendations for changes to ensure effective and efficient operations.

Required Experience or Knowledge

• Minimum four (4) years of experience in an office environment documentation support role.
• Proficiency in Microsoft Office suite including Word, PowerPoint, and Excel; general document processing and management.
• Ability to research, collect, develop, and consolidate data for use in preparation of reports.
• Knowledge of standard processing procedures, formats, and distribution requirements for correspondence, presentations, and reports.
• Must be able to obtain and maintain a Secret‑level security clearance.
• Familiarity with USCG correspondence standards (COMDTINST M5216.4) preferred.

Required Education/Certifications

• Bachelor's degree
  • Substitution: minimum four (4) additional years of relevant experience in lieu of degree.

Required Security Clearance

• US Citizenship and the ability to obtain and maintain an active Secret or higher clearance, per contract requirements.

Competitive compensation, strong benefits, and a vacation package, as well as a fast‑paced and exciting work environment.