Documentation & Administrative Support

Job Description

Job Description

Position Description Summary:

The Documentation & Administrative Support position provides on-site administrative, documentation, communications, reporting, meeting, and program support for the U.S. Coast Guard Offshore Patrol Cutter Project Resident Office in Mobile, Alabama. The role supports the day-to-day administrative needs of OPC business operations, including documentation capture, writing, correspondence control, task tracking, briefings, meeting support, data calls, travel coordination, communications products, and special event support. The position requires a detail-oriented administrative professional who can prepare, review, track, and coordinate official documents and program materials in accordance with Government procedures, formats, and timelines.

Responsibilities:

• Provide day-to-day administrative support for OPC PRO office operations.

• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, and other program documentation.

• Record meeting notes, action items, and customer deliverables.

• Prepare, edit, and provide input for recurring and special reports.

• Research, assemble, summarize, and validate information related to OPC PRO office functions.

• Monitor organizational responses to reporting requirements and advise office personnel on document requirements, formats, and procedures.

• Receive, review, route, and track incoming correspondence.

• Establish suspense controls and maintain correspondence logs and records.

• Prepare executive- and staff-level correspondence and non-technical reports.

• Review outgoing correspondence for format, grammar, typographical accuracy, procedural compliance, and required background materials.

• Receive office visitors and telephone calls; screen inquiries and route matters to appropriate staff.

• Maintain calendars, schedule appointments, coordinate meetings, arrange conferences, and maintain office files and records.

• Receive and review data for completeness and accuracy.

• Compile statistics and supporting analyses for use in decision-making.

• Review office procedures, coordination, and workflow; recommend improvements to administrative and clerical processes.

• Coordinate official command travel, including airline reservations, hotel accommodations, rental cars, travel documentation, itineraries, and related records.

• Coordinate travel and protocol support for Distinguished Visitors and maintain the Command Official Guest Register.

• Support the administration, collection, and submission of data calls, including time-sensitive and expedited responses.

• Track administrative items through review and approval processes, including decisional memoranda, MSAM documents, MOUs, MOAs, IAAs, personnel training, evaluations, certifications, and awards.

• Apply applicable USCG correspondence and communications requirements.

• Research and recommend communication tools and products that align with key calendar or acquisition events.

• Draft communication products such as literature, trifolds, handouts, articles, white papers, and related materials.

• Support coordination of special programs, media events, and program history files.

• Support ceremonial events such as keel laying, christening, and commissioning ceremonies, including correspondence, coordination, invitation tracking, print-package review, and documentation support.

• Participate in ceremonial planning meetings, track action items, monitor dates and schedule changes, and develop ceremonial POA&M reports through event completion.

Skills & Experience:

• Minimum of four years of office-environment documentation support experience.

• Experience preparing, reviewing, formatting, and tracking correspondence, reports, presentations, spreadsheets, and administrative records.

• Proficiency with Microsoft Office applications, including Word, PowerPoint, and Excel.

• General document processing and document management experience.

• Ability to research, collect, develop, validate, and consolidate data for reports and briefings.

• Knowledge of standard processing procedures, formats, and distribution requirements for correspondence, presentations, and reports.

• Experience supporting meetings, calendars, conference coordination, action-item tracking, and records management.

• Strong writing, editing, proofreading, grammar, and formatting skills.

• Ability to manage suspense items, deadlines, logs, trackers, and fast-turn data calls.

• Ability to communicate professionally with senior military and civilian personnel, staff, visitors, and external stakeholders.

• Ability to exercise judgment when validating conflicting information and presenting completed information in a clear, comprehensive manner.

• Experience supporting travel coordination, itineraries, protocol requirements, or visitor coordination is preferred.

• Experience supporting communications products, media event coordination, or ceremonial event planning is preferred.

• Ability to work independently with minimal guidance in a fast-paced Government program office environment.

Education:

• Bachelor’s degree required.

• A substitution may be accepted with a minimum of four additional years of relevant experience in addition to the required minimum years of experience.

Security Clearance Required:

• Must be able to obtain and maintain the required background investigation and access credentials necessary to perform work under the contract.

• Must be eligible for Common Access Card issuance.

• Must comply with DHS/USCG security, suitability, confidentiality, and non-disclosure requirements.

• Secret-level clearance eligibility is preferred based on the sensitive business, financial, and proprietary information associated with the requirement.

Tuba Group is a small federal contracting business and a CMMI® Level 3 Rated, ISO9001:2015 certified organization. with a primary focus in accounting, financial, systems, technical, engineering, administrative, management, and subject matter expertise. Our mission is to provide value-added solutions that contribute to the success of government agencies, small businesses and independent professionals by leveraging the skill and talent our most valuable resources - our people.

Company Description

Tuba Group is a small federal contracting business and a CMMI® Level 3 Rated, ISO9001:2015 certified organization. with a primary focus in accounting, financial, systems, technical, engineering, administrative, management, and subject matter expertise. Our mission is to provide value-added solutions that contribute to the success of government agencies, small businesses and independent professionals by leveraging the skill and talent our most valuable resources - our people.