Documentation & Administrative Support Specialist

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
• Review outgoing correspondence for supervisor signature
• 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
• Perform all necessary arrangements for official command travel using the USCG travel system
• 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
• Maintain tracking for administrative items in review and approval processes
• Apply COMDTINST M5216.4 communications standards
• Research suitable communication tools and products
• Create draft communication products including literature, trifolds, and handouts
• Compile statistics and supporting analyses for decision-making
• Perform periodic review of office procedures and workflow; make recommendations

• 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
• Bachelor's degree
• US Citizenship and the ability to obtain and maintain an active Secret or higher clearance, per contract requirements