Administrative Assistant Ops Division - USCG

About the role

Solutions Through Innovative Technologies, Inc. (STI-TEC) specializes in delivering professional business and information management services to government and commercial clients. We focus on identifying, managing, distributing, and improving business processes related to entities’ most valuable resource, information. Established in 2000, STI-TEC maintains total customer satisfaction as the cornerstone of our business. Our business model emphasizes integrity, loyalty, and trust.

Responsibilities

• Provide receptionist support and accomplish clerical and administrative functions, including:
  • Afford assistance with scheduling meetings and TEAMS calls.
  • Establish and maintain office files (both paper and electronic).
  • Act as the Point of Contact (POC) for visitors and respond to non-technical inquiries.
  • Arrange and attend division staff meetings, take meeting minutes, and follow up on action items.
  • Participate in the Events Team to assist with ceremonies or visits at ALC.
  • Maintain, update, and submit support requests.
• Maintain personnel information, including:
  • Manage employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents.
  • Prepare and maintain a log of all travel and training requests.
  • Create travel authorizations, review travel claims, and notify employees of required changes or corrections.
  • Develop hiring panel packages.
  • Update and maintain command Divisional Rosters (Organizational Charts).
  • Manage CG-AIR Distribution lists within USCG One (CGOne).
  • Ensure competency mapping is completed if the admin is assigned to a Technical Evaluation Team (TET).
  • Add new employees to the current Employee Notification System upon check-in.
  • Manage Regroup rosters for assigned AOR.
  • Develop and maintain databases, including designing and managing electronic document workflow, assisting with SharePoint Developer/Administrator tasks, developing rudimentary databases, automating reports, modifying systems, preparing templates, publishing reports, and managing correspondence.
  • Support office productivity by stocking and submitting purchase requests for office supplies, assisting with acquiring and disposing of government furnished supplies and equipment, establishing orders, receiving, recording, and distributing technical publications, performing audits, maintaining division Internet/Intranet presence, and assisting with monitoring divisional budgets.
  • Assist with drafting letters, memoranda, and responding to non-technical inquiries, reviewing divisional correspondence for accuracy, establishing, maintaining, and following up on controls, and reviewing outgoing mail.
  • Manage physical document archives, ensuring structured tracking via the ALC eRouter, and ensuring all correspondence is fully processed and filed according to division leadership.
  • Support the Aviation Training Program, manage complex training issues, conduct periodic reviews and revisions of current instructions, maintain continuity to military Operation personnel, serve as liaison between training commands, Flight Examining Boards, and station personnel, and provide guidance to personnel regarding standards and requirements to maintain ground and flight designation and qualifications.
  • Manage ground support equipment, develop and maintain a mast list, provide quarterly updates of initial qualifications and expiration dates, and coordinate qualification courses.
  • Track flight training requirements and currency, track pilots’ 30-day warm-up requirements, coordinate pilot simulator and proficiency courses, and assist the Operations Office with incoming ALC pilot requirements.
  • Distribute publication updates to all ALC pilots and air crews, assist the Aviation Incentive Pay Administrator in managing Hazardous Duty Incentive Pay, and provide electronic authorization for obtaining protective flight clothing.
  • Review and revise ALCINSTs, syllabi, and standardization check forms, develop new instructions, syllabi, and standardization check forms, and assist the Operations Office with incoming ALC pilot requirements.
  • Manage maintenance qualifications for military and civilian personnel, maintain records for pilots, aircrews, and employees, and schedule training requirements.
  • Assist the Unit Training Officer (UTO) in managing and resolving customer complaints, monitor and maintain databases, and support audit teams with data requirements.
  • Conduct annual reviews of legal and other applicable requirements to ensure training curriculum remains up to date, recommend changes as necessary, and schedule training requirements.
• Complete online training provided at the USCG’s expense, and demonstrate proficiency in ALMIS, AMMIS, COMDTINST M5216.4, COMDTINST M3710.1, COMDTINST M13020.1, ALCINST 13020.1, ALCINST 3710.1, and ALCINST 5224.4.

Requirements

• U.S. Citizen
• Excellent written and verbal communication skills
• Basic arithmetic knowledge
• Proficiency in Microsoft Office applications
• Ability to manage multiple tasks with competing deadlines
• Minimal Government oversight
• At least 2 years' experience in USCG procedures including aeronautical practices (COMDTINST M13020.1) utilizing ALMIS
• Experience with ALMIS reports
• Experience speaking in front of large groups
• Familiarity with: COMDTINST M5216.4, COMDTINST M3710.1, COMDTINST M13020.1, COMDTINST M7220.29, ALCINST 13020.1, ALCINST 3710.1, ALCINST 5224.4

Qualifications

• Desired Qualifications:
• 1 year experience in USCG procedures
• Proficiency in ALMIS
• Proficiency in AMMIS

Skills

• Microsoft Office applications
• USCG procedures including aeronautical practices (COMDTINST M13020.1)
• ALMIS reports
• Speaking in front of large groups
• Writing formal documents and reports
• Managing multiple tasks with competing deadlines
• Minimal Government oversight
• ALMIS proficiency
• AMMIS proficiency

Benefits

• Medical, dental, and vision coverage
• Life insurance
• Short term/long term disability coverage
• Retail savings - 401(k)
• Paid time off (PTO)
• Holiday leave
• Alternate work schedules (depending on work site)
• Flexible spending account options

Pay

Target Salary Range Market comparative at time of award

Schedule

Alternate work schedules (depending on work site)