Administrative Assistant - Elizabeth City, NC

About the role

Synertex LLC is seeking an Administrative Assistant to support United States Coast Guard operations in Elizabeth City, North Carolina.

Responsibilities

• Provide receptionist support and accomplish clerical and administrative functions.
• Avoid unnecessary meetings and direct technical calls to appropriate personnel.
• Establish and maintain office files (paper and electronic).
• Manage employee records, accident reports, performance appraisals, job descriptions, and related personnel documentation.
• Support events team for ceremonies or visits at ALC.
• Prepare reports, attend meetings, manage correspondence, and support related projects within the assigned division.
• Design and manage electronic document workflows.
• Assist with transitioning and managing division correspondence and workflows within Microsoft SharePoint.
• Develop methods to automate recurring reports.
• Modify automated systems to update functionality or correct issues.
• Prepare templates for newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
• Prepare and distribute reports and organize graphical and narrative reporting elements.
• Manage physical document archives.
• Ensure structured tracking through the ALC eRouter system.
• Ensure correspondence is processed and archived in accordance with division leadership direction and the USCG Records Management Program.
• Support office productivity by stocking and submitting purchase requests for office supplies and maintaining office equipment.
• Assist with acquisition and disposal of government-furnished supplies and equipment in accordance with USCG policies.
• Perform scheduled and routine technical publication audits in accordance with applicable USCG policies.
• Maintain division Internet/Intranet presence and ensure materials displayed on division websites remain current.
• Support GovTA timekeeping functions.
• Serve as timekeeper for Government employees within GovTA.
• Resolve discrepancies and address inquiries.
• Manage delegate assignments, supervisor designations, and employee accounts.
• Create and manage Work Time transactions, including entering work hours.
• Generate biweekly reports, including unvalidated and uncertified timecards and leave audit reports.
• Print approved leave reports and validate timecards upon request.
• Update accounting data and review Time and Attendance Summaries annually.

Requirements

• Must be a U.S. Citizen.
• Must possess the ability to read, write, speak, and comprehend English.
• Must possess excellent written and verbal communication skills.
• Must possess knowledge and ability to perform simple arithmetic.
• Must possess proficiency with Microsoft Office applications.
• Must possess the ability to manage multiple tasks with competing deadlines.
• Must possess the ability to work with minimal Government oversight.
• Must be proficient in Microsoft Word, Excel, PowerPoint, SharePoint, Publisher, Teams, and Adobe Acrobat Professional.
• Must possess strong interpersonal, analytical, organizational, grammar, planning, and problem-solving skills.
• Must possess the ability to prioritize, organize, and manage tasks in a multitasking environment.
• Must maintain a high level of confidentiality.
• Must be capable of performing detailed work on multiple concurrent tasks with frequent interruptions and under time constraints.

Physical requirements

• May involve pushing/pulling objects weighing up to thirty (30) pounds and lifting/carrying objects weighing up to twenty (20) pounds.
• Frequent activities may include climbing stairs, kneeling, and crouching to retrieve files and related materials.

Highly Desired Qualifications

• At least one (1) year of experience in USCG procedures, including USCG aeronautical practices as defined in COMDTINST 13020.
• Microsoft Certified Solutions Expert certification for Microsoft SharePoint 2010 or newer.