Documentation & Administrative Support Specialist

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 Review outgoing correspondence for supervisor signature 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 Perform all necessary arrangements for official command travel using the USCG travel system 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 Maintain tracking for administrative items in review and approval processes Apply COMDTINST M5216.4 communications standards Research suitable communication tools and products Create draft communication products including literature, trifolds, and handouts Compile statistics and supporting analyses for decision-making Perform periodic review of office procedures and workflow; make recommendations Requirements 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 Bachelor's degree US Citizenship and the ability to obtain and maintain an active Secret or higher clearance, per contract requirements #J-18808-Ljbffr