Job Description
Are you looking for your next challenge? Are you ready to work with a performance-based small company? At Zantech, we are a dynamic Woman Owned Small Business focused on providing complex, mission-focused solutions with a proven track record of outstanding customer performance and high employee satisfaction. We would love to talk with you regarding the next step in your career. Come join our team!
Zantech is looking for a talented Documentation & Administrative Support Specialist to contribute to the success of our upcoming Operations and Administrative Support Services project for a Hybrid role based out of Mobile, AL.
The Documentation & Administrative Support Specialist provides comprehensive day-to-day administrative and documentation support for the OPC PRO office in Mobile, AL. This position supports the full range of office functions including correspondence management, scheduling, travel coordination, meeting support, data calls, ceremonial event coordination, and communications activities.
Responsibilities include, but will not be limited to:
- 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.
Required Experience or Knowledge of the following technologies/functions:
- 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.
Required Education/Certifications:
- Bachelor’s degree
- Substitution: minimum four (4) additional years of relevant experience in lieu of degree.
Required Security Clearance:
- US Citizenship and the ability to obtain and maintain an active Secret or higher clearance, per contract requirements.
“ Outstanding Performance…Always!”
Our corporate motto represents our commitment to build long-term relationships with both our clients and our employees by providing the highest quality service in everything we do. We strive for excellence for our clients and for each other. We embrace the opportunity to hire individuals with new talents and fresh perspectives. Zantech offers competitive compensation, strong benefits, and a vacation package, as well as a fast-paced and exciting work environment. Come join our team!
