Administrative Assistant - USCG

Job Description

Job Description

Solutions Through Innovative Technologies, Inc. (STI-TEC) specializes in the delivery of professional business and information management services. STI-TEC offers government and commercial clients a comprehensive portfolio of services that identify, manage, distribute and improve business processes related to entities’ most valued resource, information. As a fast-growing solutions provider, established in 2000, total customer satisfaction has remained the cornerstone of our business. Our business model focuses on integrity, loyalty, and trust. 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 Function

Provide receptionist support and accomplish the clerical and administrative functions to include:

• 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.
• Acting as the Point of Contact (POC) for visitors and responding to non-technical inquiries, while directing technical calls to the appropriate individual.
• Arranging and attending division staff meetings, as needed, taking meeting minutes, and following up as needed to ensure action items are completed as scheduled.
• Participating in the Events Team to assist with ceremonies or visits at ALC, working with Protocol Specialist or the Command Secretary.
• Maintaining, updating and submitting support requests.

Other duties as assigned refers to additional tasks that are directly related to the scope of work outlined in the SOW.

• 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 to include:

• Managing employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents.
• Providing basic information on personnel matters such as training, leave, benefits, and other job-related procedures.
• Preparing and maintaining a log of all travel and training requests for division-funded activities. Assisting with creating travel authorizations, reviewing travel claims upon receipt, and notifying employees of any required changes or corrections.
• Developing Hiring Panel Packages.
• Updating and maintaining command Divisional Rosters (Organizational Charts) by ensuring personnel information is kept current and removing personnel who leave the command.
• Managing CG-AIR Distribution lists within USCG One (CGOne).
• Ensuring that competency mapping is completed if the admin is assigned to a Technical Evaluation Team (TET).
• Adding new employees to the current Employee Notification System upon check-in.
• Maintaining Regroup rosters for assigned AOR.
• Develop and maintain databases to include:
• Designing and managing electronic document workflow.
• Assisting and working with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows in Microsoft SharePoint.
• Developing and maintaining rudimentary databases that automate manual organizational functions (i.e., document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, and USCG Portal websites).
• Developing methods to automate recurring reports.
• Modifying existing automated systems to update functionality or correct problems.
• Preparing templates for division newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
• Preparing and distributing various reports and distilling disparate report elements into a well-organized and easily understood presentation of graphical and narrative elements.
• Publishing and maintaining reports and division material to the USCG Portal website.
• Improving organization and retrieval of office correspondence, printing labels, and batched letter production.
• Developing sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports.
• Providing administrative support and producing USCG correspondence, documents, spreadsheets, and graphics as requested for division support.
• Managing physical document archives.
• Ensuring structured tracking via the ALC eRouter.
• Ensuring that all correspondence is fully processed and filed per the division’s leadership, as well as transferring of archives to federal document repository IAW the USCG Records Management Program

Clerical Functions to include:

• Supporting office productivity by stocking and submitting purchase requests for office supplies in applicable application/system and maintaining office equipment.
• Assisting with acquiring and disposal of government furnished supplies and equipment within current USCG policies.
• Establishing orders, receiving, recording, and distributing technical publications.
• Performing scheduled and routine technical publication audits IAW applicable USCG policies.
• Maintaining 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.
• Responsible for the timely submission of heat tickets/work requests for divisional issues.
• Assisting with monitoring divisional budgets, to include building Procurement Request (PR) with information provided by government personnel.
• Responsible for the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms.
• Drafting letters, memoranda, and responding to non-technical inquiries.
• Reviewing divisional correspondence for grammatical accuracy, punctuation, format, etc., and ensuring suspense dates are met.
• Establishing, maintaining controls, and following up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents.
• Providing control of division directives ensuring the correct routing, currency and clerical accuracy of the documents.
• Reviewing 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, to include:

• Resolving discrepancies
• Addressing inquiries
• Managing delegate assignments, supervisor designations, and employee accounts (e.g., unlocking/resetting passwords).
• Setting and updating default schedules for employees.
• Creating and managing Work Time transactions, including entering work hours once transactions are created.
• Generating biweekly reports such as unvalidated/uncertified timecards and review leave audit reports.
• Printing weekly approved leave reports and validating timecards upon AOR request.
• Assisting with correcting timecards and adding holidays or administrative time when necessary.
• Annually update accounting data and review the Time and Attendance Summary.

Training Requirement to include:

• This role requires the 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 constraint 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

Target Salary Range Market comparative at time of award STI-TEC offers a competitive benefits package including:

• 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

Whether you’re an experienced professional, a veteran, a former military or civilian federal employee, or a recent graduate, STI-TEC has a career opportunity for you. Applicants selected may be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.
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 View email address on ziprecruiter.com or you may 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.