Secret Cleared Documentation & Administrative Support Specialist

About the role

Zantech is seeking a Documentation & Administrative Support Specialist for a Hybrid role based out of Mobile, AL. The position supports the OPC PRO office in Mobile, AL with comprehensive day-to-day administrative and documentation tasks.

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 with follow-up to ensure timely action.
• Review outgoing correspondence for supervisor signature to 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; obtain and consolidate statistical and informative material from office files and records.
• Perform all necessary arrangements for official command travel using the USCG travel system, including airline reservations, hotel accommodations, rental cars, and travel document processing; 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, including those requiring responses within 24 hours or less (as few as 4 hours); expected volume is a minimum of 40 data calls per hull per annum per program.
• Maintain tracking for administrative items in review and approval processes including decisional memoranda, MSAM documents, MOUs, MOAs, IAAs, personnel training records, member evaluations, certifications, and awards.
• Apply COMDTINST M5216.4 communications standards; research suitable communication tools and products (web, articles, white papers) and provide recommendations to the COR tied to key calendar or acquisition events.
• Create draft communication products including literature, trifolds, and handouts that enable the Project Office to respond to information requests; maintain a history file of project-related media.
• Support coordination of special programs and media events; research and gather information to enable the Program Office and PRO to respond to media queries.
• If ceremonial events are scheduled (keel laying, christening, commissioning), support all ceremonial efforts including correspondence, coordination with CG directorates, preparation and tracking of invitational guest lists, and review/editing of print packages.
• Participate in ceremonial-related meetings, track action items, relay information to the appropriate Surface Program lead, and develop/maintain program-specific ceremonial POA&M reports.
• Compile statistics and supporting analyses for decision-making; perform periodic review of office procedures and workflow; make recommendations for changes to ensure effective and efficient operations.

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.

Qualifications

• Minimum Bachelor's degree.
• Substitution: minimum four (4) additional years of relevant experience in lieu of degree.

Skills

• Strong organizational skills.
• Excellent written and verbal communication skills.
• Attention to detail.
• Ability to manage multiple tasks simultaneously.
• Experience with USCG correspondence standards (COMDTINST M5216.4) is preferred.

Benefits

Zantech offers competitive compensation, strong benefits, and a vacation package, as well as a fast-paced and exciting work environment. We believe in building long-term relationships with both our clients and our employees by providing the highest quality service in everything we do.