Administrative Assistant - USCG

Position Overview

Provide support to The United States Coast Guard (USCG), CG-AIR’s (to include the Aviation Logistics Center (ALC), Aviation Projects Acquisition Center (APAC), and Office of Aeronautical Engineering (CG-AIR-E)).

• Assist with scheduling meetings and TEAMS calls and providing support for related activities.
• Establishing and maintaining office files (both paper and electronic) and divisional and management calendars in accordance with (IAW) USCG and local command procedures.
• Act as the Point of Contact (POC) for visitors and respond to non-technical inquiries, while directing technical calls to the appropriate individual.
• Arrange and attend division staff meetings, take meeting minutes, and follow up to ensure action items are completed as scheduled.
• Participate in the Events Team to assist with ceremonies or visits at ALC, working with Protocol Specialist or the Command Secretary.
• Maintain, update and submit support requests.

• Examples include preparing reports, attending meetings, managing correspondence, or supporting related projects within the assigned division.
• All additional duties must be assigned by the designated AOR, COR, or KO, and must fall within the scope of the contract.

• Manage employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents.
• Provide basic information on personnel matters such as training, leave, benefits, and other job-related procedures.
• Prepare and maintain a log of all travel and training requests for division-funded activities, assist with creating travel authorizations, review travel claims upon receipt, and notify employees of any required changes or corrections.
• Develop Hiring Panel Packages.
• Update and maintain command Divisional Rosters (Organizational Charts) by ensuring personnel information is kept current and removing personnel who leave the command.
• 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.
• Maintain Regroup rosters for assigned AOR.
• Develop and maintain databases to include:
• Design electronic document workflow.
• Assist and work with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows in Microsoft SharePoint.
• Develop and maintain rudimentary databases that automate manual organizational functions (e.g., document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, and USCG Portal websites).
• Develop methods to automate recurring reports.
• Modify existing automated systems to update functionality or correct problems.
• Prepare templates for division newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
• Prepare and distribute various reports and distill disparate report elements into a well‑organized and easily understood presentation of graphical and narrative elements.
• Publish and maintain reports and division material to the USCG Portal website.
• Improve organization and retrieval of office correspondence, print labels, and batched letter production.
• Develop sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports.
• Provide administrative support and produce USCG correspondence, documents, spreadsheets, and graphics as requested for division support.
• Manage physical document archives.
• Ensure structured tracking via the ALC eRouter.
• Ensure that all correspondence is fully processed and filed per the division’s leadership, as well as transferring…