Administrative Assistant
Koniag Management Solutions

Job Title: Administrative Assistant
Koniag Management Services is seeking is looking for a highly qualified, experienced, and self-motivated individual to perform the duties of Administrative Assistant supporting our United States Coast Guard (USCG) client in Elizabeth City, North Carolina.

We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, three weeks paid time off, and more.

Position Overview:
The United States Coast Guard (USCG) Aviation Logistics Center's (ALC) primary mission is to conduct depot level maintenance of USCG aircraft, and aircraft flown by other Government Agencies as required. Administrative support services are needed to provide assistance in the following divisions: Aviation Logistics Division (ALD), Short Range Recovery (SRR), Engineering Services Division (ESD), Information Systems Division (ISD), Industrial Operations Division (IOD), Operations Division (OPS)/Safety and Environmental Health Office (SEHO), Chief of Contracting Office (COCO), Business Operations Division (BOD) and Office of Aeronautical Engineering, COMDT (CG-41).

Contractor support provides administrative support in various positions throughout the ALC. The contract will be scalable in nature to include other tasks and services (such as attending meetings, providing additional documentation, etc.) that the Government may direct on an "as required" basis. All Government-directed tasks shall be specific to the operation of assigned aircraft or an industrial product line.
Support services will also include providing administrative services, protocol services and SharePoint application administration services to ALC and CG-41.

Provide receptionist support and accomplish the clerical and administrative functions of the division to include:

• Answer phones and take messages for Division Chiefs and Office Managers, view and offer advice on schedule requests. Assist with meetings and video teleconference (VTC) scheduling and support activities;
• Establish and maintain office files and divisional and management calendars in accordance with USCG and local command procedures;
• Serve as the point of contact for visitors, and respond to inquiries of other than technical in nature. Refer technical calls to the appropriate individual;
• Arrange and attend division staff meetings, when required, and follow-up as necessary to ensure action items are completed as scheduled;
• Maintain and update divisional Closed Caption Television System by submitting Help tickets through ISD; and
• Other duties as assigned.

Maintain Personnel Information to include:

• Employee records, accident reports, performance appraisals, job descriptions, etc.;
• Furnish basic information on a variety of personnel matters and procedures concerning training, leave, benefits, and other relevant job information;
• Prepare and maintain log of all travel and training requests. Order travel numbers (TONO's) for division funded travel and training. Review travel claims upon receipt and notify employees of any required changes or corrections. Maintain paper copies of liquidated claims;
• Develop Hiring Panel Packages;
• Maintain command Divisional Rosters by ensuring division personnel information is kept up to date through the Workforce Accountability List (WAL) and any personnel leaving the command are removed from the database; and
• Other duties as assigned.

Develop and maintain databases to include:

• Develop internal controls and administrative procedures to meet office needs, to include:
• The design and management of electronic document workflow process. Also assist and work with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows to MS SharePoint;
• Develop and maintain rudimentary databases that automate manual organizational functions, examples include document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing and CG Portal websites. Develop methods for automating recurring reports. Modify existing automated systems to update functionality or correct problems. Prepare templates for division newsletters, brochures, reports, and briefings utilizing MS 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 CG Portal website;
• Improve organization and retrieval of office correspondence, printing of 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 documents, spreadsheets, and graphics as requested for division support. Manage physical document archives through structured tracking and filing systems, as well as transfer of archives to federal document repository in accordance with the CG Records Management Program; and
• Other duties as assigned.

Clerical Functions to include:

• Support office productivity through the stocking and ordering of office supplies, and the maintenance of office equipment;
• Establish orders, receive, record, and distribute technical publications. Perform scheduled and routine technical publication audits in accordance with applicable USCG policies. Maintain division Internet/lntranet presence by uploading files to the division web site and ensuring that all material displayed on the web is current and up to date;
• Responsible for the timely submission of heat tickets/work requests for divisional issues;
• May assist with monitoring divisional budgets;
• Responsible for the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms;
• Composes letters, memoranda, and responses to inquiries not of a technical nature. Reviews divisional correspondences for grammatical accuracy, punctuation, format, etc., and ensure suspense dates are met. Establish, maintain controls, and follow-up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents. Provide control of division directives ensuring the correct routing, currency and clerical accuracy of the documents. Review outgoing mail for enclosures, dates, signatures in accordance with the CG Correspondence Manual COMDTINST M52105 (series) and CG ALCINST 5216.1 (series); and
• Other duties as assigned.

Serve as timekeeper for Government employees in Web TA, resolve discrepancies, and answer inquiries. Duties to include:

• Add/Remove Delegates, Assign Supervisors, UnlocWReset Passwords, Set default schedule for employees, Update default schedules, Create Work Time Transactions, Enter Work Hours once Work Time Transaction is created, Generate Un-validated/ Uncertified Timecards report biweekly, Review Leave Audit Report, Print weekly approved Leave Report, Validate Timecard when requested by employee Supervisor, Assist with Correcting Timecards, Add holidays/administrative time when necessary, Annually update accounting data, Review Time and Attendance Summary;
• This duty will require completion of online training furnished at the Coast Guards expense. Additionally, although contractor employees may not supervise USCG employees, they may serve as timekeepers, since timekeeping is a ministerial function of inputting time and leave approved by the USCG employees' supervisor; and
• Other duties as assigned.
• The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials, as well as delivery and tracking of procurement requests to the appropriate procurement staff

Requirements

• Be citizens of the United States.
• Possess ability to read, write, speak, and comprehend English.
• Possess knowledge of basic computer
• Knowledge of a wide variety of administrative matters sufficient to ensure the smooth and efficient functioning of interrelated office functions;
• Excellent interpersonal, written, and oral communication skills;
• Strong analytical, problem solving, organizational, grammar and planning skills;
• Ability to prioritize and organize work in a multitasked environment;
• Ability to maintain the highest level of confidentiality. (Note: Any breech in confidentiality will result in the USCG directing replacement of the individual filling this position.);
• Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint;
• On a daily basis, the essential duties of this position may require the ability to stoop; to reach; to stand, to walk and sit for extended periods of time; to push and/or pull objects weighing up to 30 pounds; to lift and carry objects weighing up to 20 pounds; and
• On a frequent basis, essential duties of the position may require the ability to climb stairs, to kneel and/or crouch to retrieve files and other items.
• Proficiency in the MS Office suite including, but not limited to, MS Word, MS Excel, MS Power Point and knowledgeable of MS SharePoint, MS Publisher and Adobe Acrobat Professional

Education:

• High School diploma or equivalent

Work Experience, Knowledge, Skills & Abilities:

• The contractor shall be fully proficient at the required services within 30 calendar days of contract award and shall maintain full proficiency for the life of the contract. To minimize any transition period, all personnel providing services under the contract should have the following highly desired minimum experience:
• One (1) year experience in USCG procedures to include proficiency in using:
• Aviation Logistics Management Information System (ALMIS)
• Asset Maintenance Management Information System (AMMIS)
• Highly Desired experience to include:
• At least I-year experience in USCG procedures is desired to include CG aeronautical practices as defined in Commandant Instruction Manual CIM13020.l (series); and
• Microsoft Certified Solutions Expert (MCSE) for MS Share Point 2010 or newer.

Office Location and Travel:
Elizabeth City, North Carolina area. Ability to travel within area as required.

Working Environment & Conditions
This position is primarily indoors, consistent with a standard office position and has a noise level of mostly low to moderate. The incumbent is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. The workload may require the incumbent to sit for extended periods of time. The incumbent must be able to read, do simple math calculations and withstand moderate amounts of stress. The incumbent must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by the job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Our Equal Employment Opportunity Policy
The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, sex, sexual orientation, gender, or gender identity (except where gender is a bona fide occupational qualification), national origin, age, disability, military/veteran status, marital status, genetic information or any other factor protected by law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits and all other privileges, terms, and conditions of employment.

The company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or to apply to a position on our website, please contact Heaven Wood via e-mail at accommodations@koniag-gs.com or by calling 703-488-9377 to request accommodations. This contact information is used for accommodation requests only and cannot be used to inquire on a status of your application.

About Our Company
Koniag Management Services (KMS) is an Alaska Native Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions, Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag, we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward leaning technical, professional, and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers, employees, and native communities. For more information, please visit www.koniag-gs.com
EOE Minorities/Female/Protected Veterans/Disabled. Shareholder Preference in accordance with Public Law 88-352

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