Administrative Assistant - Elizabeth City, NC at Synertex LLC in Elizabeth City, NC, USA

Job description

• 📍 Elizabeth City, NC
• 📌 Full-Time | On-site | Hiring Contingent upon Award
• Synertex LLC is seeking a detail-oriented Administrative Assistant to provide administrative and office support services in support of United States Coast Guard operations in Elizabeth City, North Carolina. This position supports division operations through administrative coordination, personnel support, records management, correspondence tracking, workflow support, reporting activities, and GovTA timekeeping functions. The ideal candidate will possess strong organizational and communication skills and demonstrate the ability to manage multiple priorities in a fast-paced office environment with minimal Government oversight.

Responsibilities

• Administrative and Division Support
• Provide receptionist support and accomplish clerical and administrative functions.
• Assist with scheduling meetings and Microsoft Teams calls and provide support for related activities.
• Establish and maintain office files (paper and electronic) and divisional and management calendars in accordance with USCG and local command procedures.
• Serve as the Point of Contact (POC) for visitors and respond to non-technical inquiries while directing technical calls to appropriate personnel.
• Arrange and attend division staff meetings, take meeting minutes, and follow up on action items as required.
• Participate in the Events Team to support ceremonies or visits at ALC in coordination with the Protocol Specialist or Command Secretary.
• Maintain, update, and submit support requests.
• Prepare reports, attend meetings, manage correspondence, and support related projects within the assigned division.
• Personnel and Administrative Support
• Manage employee records, accident reports, performance appraisals, job descriptions, and related personnel documentation.
• Provide information regarding training, leave, benefits, and job-related procedures.
• Prepare and maintain logs for travel and training requests for division-funded activities.
• Assist with travel authorizations, review travel claims, and notify employees regarding required corrections.
• Develop Hiring Panel Packages.
• Update and maintain divisional rosters and organizational charts.
• Manage CG-AIR distribution lists within CGOne.
• Ensure competency mapping completion when assigned to a Technical Evaluation Team (TET).
• Add new employees to the Employee Notification System upon check-in.
• Maintain Regroup rosters for assigned areas of responsibility.
• Workflow, Reporting, and Records Support
• Design and manage electronic document workflows.
• Assist with transitioning and managing division correspondence and workflows within Microsoft SharePoint.
• Develop and maintain rudimentary databases that support organizational functions, including document archives, phone lists, personnel assignments, spreadsheets, correspondence routing, and portal sites.
• Develop methods to automate recurring reports.
• Modify automated systems to update functionality or correct issues.
• Prepare templates for newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
• Prepare and distribute reports and organize graphical and narrative reporting elements.
• Publish and maintain reports and division material on the USCG Portal website.
• Improve organization and retrieval of office correspondence, printing labels, and batched letter production.
• Develop spreadsheet and database sequencing to automatically update, revise, calculate, and retrieve information for organizational reports.
• Produce USCG correspondence, documents, spreadsheets, and graphics in support of division operations.
• Manage physical document archives.
• Ensure structured tracking through the ALC eRouter system.
• Ensure correspondence is processed and archived in accordance with division leadership direction and the USCG Records Management Program.
• Clerical and Office Support
• Support office productivity by stocking and submitting purchase requests for office supplies and maintaining office equipment.
• Assist with acquisition and disposal of government-furnished supplies and equipment in accordance with USCG policies.
• Establish orders, receive, record, and distribute technical publications.
• Perform scheduled and routine technical publication audits in accordance with applicable USCG policies.
• Maintain division Internet/Intranet presence and ensure materials displayed on division websites remain current.
• Submit heat tickets and work requests for divisional issues.
• Assist with monitoring divisional budgets, including building Procurement Requests (PRs) using information provided by Government personnel.
• Maintain organization and cleanliness of administrative office areas, supply cabinets, copy areas, and conference rooms.
• Draft letters, memoranda, and responses to non-technical inquiries.
• Review divisional correspondence for grammatical accuracy, punctuation, formatting, and suspense compliance.
• Maintain controls and tracking to ensure timely accomplishment, distribution, submission, and review of reports and correspondence.
• Provide control of division directives and ensure proper routing, currency, and clerical accuracy of documents.
• Review outgoing correspondence for enclosures, signatures, dates, and compliance with applicable USCG correspondence manuals.
• GovTA Timekeeping Support
• Serve as timekeeper for Government employees within GovTA.
• Resolve discrepancies and address inquiries.
• Manage delegate assignments, supervisor designations, and employee accounts.
• Set and update default employee schedules.
• Create and manage Work Time transactions, including entering work hours.
• Generate biweekly reports, including unvalidated and uncertified timecards and leave audit reports.
• Print approved leave reports and validate timecards upon request.
• Assist with correcting timecards and entering holidays or administrative time as necessary.
• Update accounting data and review Time and Attendance Summaries annually.
• Complete Government-provided online training associated with assigned duties and timekeeping functions as required.

Requirements

• Must be a U.S. Citizen.
• Must possess the ability to read, write, speak, and comprehend English.
• Must possess excellent written and verbal communication skills.
• Must possess knowledge and ability to perform simple arithmetic.
• Must possess proficiency with Microsoft Office applications.
• Must possess the ability to manage multiple tasks with competing deadlines.
• Must possess the ability to work with minimal Government oversight.
• Must be proficient in Microsoft Word, Excel, PowerPoint, SharePoint, Publisher, Teams, and Adobe Acrobat Professional.
• Must possess strong interpersonal, analytical, organizational, grammar, planning, and problem-solving skills.
• Must possess the ability to prioritize, organize, and manage tasks in a multitasking environment.
• Must maintain a high level of confidentiality.
• Must be capable of performing detailed work on multiple concurrent tasks with frequent interruptions and under time constraints.
• Physical requirements may include stooping, reaching, standing, walking, and/or sitting for extended periods of time.
• May involve pushing/pulling objects weighing up to thirty (30) pounds and lifting/carrying objects weighing up to twenty (20) pounds.
• Frequent activities may include climbing stairs, kneeling, and crouching to retrieve files and related materials.
• Must be eligible to successfully complete the required Background Investigation (BI) process and obtain/maintain a Common Access Card (CAC) and ALC badge in accordance with contract requirements.
• At least one (1) year of experience in USCG procedures, including USCG aeronautical practices as defined in COMDTINST 13020.1.
• Microsoft Certified Solutions Expert certification for Microsoft SharePoint 2010 or newer.

Skills

Required

• Microsoft Office applications
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft SharePoint
• Microsoft Publisher
• Microsoft Teams
• Adobe Acrobat Professional
• Ability to perform simple arithmetic
• High level of confidentiality

Benefits

• Synertex LLC offers a competitive benefits package that includes medical, dental, and vision coverage, paid time off, paid Government holidays, and a 401(k) retirement plan with company match.