Documentation and Administrative Support

Position Title

Documentation and Administrative Support

Mobile, Alabama

SECRET

• Provide day‑to‑day administrative needs of OPC business, including documentation and administrative support in 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 recurring and special reports. Provide input and editing to routine and non‑routine reports. The Government will provide the Contractor with routine reports, established formats and templates upon tasking. Research, assemble and summarize a wide variety of material pertaining to OPC PRO office functions. Monitor organization actions to comply with reporting requirements. Advise office personnel on document and format requirements.
  
  Contact senior military and civilian personnel to obtain information. Exercise judgment in validating conflicting information and presenting it comprehensively.
• Receive all incoming correspondence addressed to the office; determine which should be brought to the supervisors’ attention or handled personally and establish suspense controls. Attach copies of previous correspondence and other background information as necessary. Prepare executive and staff‑level correspondence and non‑technical reports. Maintain logs and records on incoming correspondence and follow up to ensure timely action. Review outgoing correspondence for supervisor’s signature to ensure material is presented in compliance with current procedures and policies, proper grammar and typographical accuracy, and that all necessary background material is attached.
  
  Discuss inaccuracies, deviations, and omissions with originator or subordinate clerical staff to obtain necessary corrections or background materials. Utilize various automated systems including Microsoft Office Suite and associated programs.
• Receive office visitors and telephone calls, determine caller identity and purpose of call. Attempt to conserve a superior’s time by encouraging callers to speak with appropriate staff. Screen calls and inquiries to select those that can be handled from personal knowledge of program activities, procedures and requirements without requiring technical program information. Maintain assigned calendars. Arrange, modify and/or refuse appointments, accept or decline invitations to receptions, ceremonies and meetings.
  
  Keep assigned personnel informed of schedule, make adjustments, and arrange for staff attendance as necessary. Arrange conferences, meetings, maintain office records and file documents, and consolidate statistical and informative material from office files and records.
• Perform a variety of duties in support of office missions. Review data for completeness and accuracy. Compile statistics and supporting analyses for use in decision‑making. Deal directly with supervisors to obtain revised and updated information within 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.
• Perform all necessary arrangements required for official command travel using the USCG travel system, including airline reservations, billing, hotel accommodation/reservations, rental car reservations, and travel document origination/processing. Maintain detailed itineraries, schedules and records of official travel. Coordinate travel and create detailed itineraries for Distinguished Visitors. Ensure all official protocol obligations are met and adequate provisions are made for protocol requirements. Maintain the Command Official Guest Register.
• Support the administration, collection and submission of data calls. These calls are routine but generally require a fast turnaround. Past program history shows that there will be at least 40 data calls per hull per annum per program, requiring a response within 24 hours, with…