Documentation and Administrative Support

About the role

The position provides day-to-day administrative needs for OPC business, including documentation and administrative support in areas such as communications, documentation capture, writing, task tracking, briefings, and meeting support.

Responsibilities

• Provide administrative support in the areas of communications, documentation capture, writing, task tracking, briefings, and meeting support.
• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, generate overall program documentation, and record meeting notes and action items and deliver to customers.
• Obtain and present information and prepare a variety of recurring and special reports. Provide input and editing to routine and non-routine reports.
• Receive all incoming correspondence addressed to the office; determine which should be brought to the supervisors’ attention or handled personally and establish suspense controls.
• Receive office visitors and telephone calls determining the identity of the caller and general purpose of the call. Maintain calendars as assigned. Arrange, modify and/or refuse appointments, accept or decline invitations to receptions, ceremonies and meetings. Keep the assigned personnel informed of schedule, make adjustments and arrange for attendance by staff members as necessary. Arrange conferences, meetings, and maintain office records and file documents, obtaining and consolidating statistical and informative material from office files and records.
• Perform a variety of duties in support of office missions. Receive and review data to determine completeness and accuracy. Compile statistics and supporting analyses for use in the decision-making process. Deal directly with supervisors to obtain revised and updated information in a compressed timeframe. Perform periodic review of office procedures, coordination and workflow, and make recommendations for changes to ensure effective and efficient operations regarding administrative and clerical work.
• Support the administration, collection and submission of data calls. Perform all necessary arrangements required for official command travel. Maintain information, detailed itineraries, schedules and other records of official travel. Coordinate travel and create detailed itineraries for Distinguished Visitors. Ensure all official protocol obligations are met. Ensure adequate provisions are made for protocol requirements. Maintain the Command Official Guest Register.
• Support the administration, collection and submission of data calls. These data calls are routine in nature but generally require a very fast turnaround time for responses.
• Maintain tracking for and support administrative items in the review and approval process. This includes tracking decisional memoranda, MSAM documents (plans and reports), agreement memoranda (Memorandums of Understanding (MOUs), Memorandums of Agreement (MOAs), Inter/Intra Agency Agreements (IAAs), personnel training, member evaluations, certifications, and awards. This tasking requires follow up on documents in the concurrent clearance and sequential approval processes.
• Apply COMDTINST M5216.4 (series) which identifies and communicates messages, both internal and external to the organization, articulates and educates diverse audiences such as the Project Sponsor, Industry Expos/Conventions and Media. Support the Program’s performance of the communications functions as stated below:
• Research suitable communication tools and products (web, articles, white papers, and similar type reports or articles) and provide recommendations to the COR that match these items to key calendar or acquisition events (i.e. Industry Day and professional symposiums).
• Create draft communication products. Examples of products include literature, trifolds, and handouts that enable the Project Office to respond to information requests required by technical instructions, maintaining a history file of project related media, and forwarding information through the CG-9 communications team.
• Support the coordination of special programs and media events. Examples of support include researching and gathering information that enables the Program Office and PRO to respond to media queries required by technical instructions, maintaining a history file of program related media.
• If a ceremonial event is scheduled, support all ceremonial efforts (i.e., keel laying, christening, commissioning) to include correspondence and coordination with other CG directorates, preparation and tracking of invitational guest lists, review and editing of print packages and other documentation support.
• Participate in ceremonial related meetings and track action items that require specific Surface Program personnel response or resolution. Relay that information back to the specific Surface Program lead for that particular ceremonial event and provide potential resolutions to the issue as needed. Track dates and schedule changes, develop program specific ceremonial POA&M reports and maintain them until completion of the event.

Qualifications

• Minimum of Four (4) years office environment documentation support.
• Bachelor’s Degree. Substitution for a bachelor’s degree will be minimum of four years of relevant experience in addition to the required minimum years of experience.
• Knowledge of Microsoft Office software suite, including but not limited to, Word, PowerPoint and Excel. General document processing and management.
• Ability to research, collect, develop and consolidate data for use in the preparation of reports.
• Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced.