Documentation & Administrative Support Specialist (14853)
The Documentation & Administrative Support Specialist will work day-to-day administrative needs of OPC PRO business to include documentation and administrative support in the areas of communications, documentation capture, writing, task tracking, briefings, and meeting support.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Obtain and present information and prepare a variety of recurring and special reports. Provide input and editing to routine and non-routine reports
Research, assemble and summarize a wide variety of material pertaining to OPC PRO office functions
Monitor organization actions in responding to and complying with reporting requirements
Advise office personnel on requirements of documents and formats
Contact senior military and civilian personnel within the organization to obtain information
Search/referencing functions and perform all necessary arrangements required for official command travel
Maintain information, detailed itineraries, schedules and other records of official travel
Coordinate travel and create detailed itineraries for Distinguished Visitors
Ensure all official protocol obligations are met, adequate provisions are made for protocol requirements and maintain the Command Official Guest Register
Receive all incoming correspondence addressed to the office to determine which require a supervisors' attention
Attach copies of previous correspondence and other background information as necessary and prepare executive and staff level correspondence and non-technical reports in the supervisor's name
Maintain logs and records on incoming correspondence and follow up to ensure timely action and review outgoing correspondence for supervisor's signature to ensure material is presented in compliance with current procedures and policies
Discuss inaccuracies, deviations from procedures and omissions with originator or subordinate clerical staff to obtain necessary corrections or background materials
Receive office visitors and telephone calls determining the identity of the caller and general purpose of the call and direct them in the appropriate direction
Maintain personal calendars as assigned. Arrange, modify and/or refuse appointments, accept or decline invitations to receptions, ceremonies and meetings
Arrange conferences, meetings, and maintain office records and file documents obtaining and consolidating statistical and informative material from office files and records
Support the administration, collection and submission of data calls responses
Maintain tracking for and support administrative items in the review and approval process.
Research suitable communication tools and products (web, articles, white papers, and similar type reports or articles) and provide recommendations to the COR that match these items to key calendar or acquisition events (i.e. Industry Day and professional symposiums).
Create draft communication products
Upkeep the coordination of special programs and media events
Initiate, expedite, and close out process workflows related to document creation, indexing, review, delivery, and approval
Support all ceremonial efforts (i.e., keel laying, christening, commissioning) to include correspondence and coordination with other CG directorates, preparation and tracking of invitational guest lists, review and editing of print packages and other documentation support. Create standardized reports and presentation graphs on status of the workflows themselves and process metrics on usage of the workflow capability
Participate in ceremonial related meetings and track action items that require specific Surface Program personnel response or resolution.
Relay that information back to the specific Surface Program lead for that particular ceremonial event and provide potential resolutions to the issue as needed.
Track dates and schedule changes, develop program specific ceremonial POA&M reports and maintain them until completion of the event
Perform required actions to ensure the command group is fully outfitted with necessary supplies and consumables.
No Supervisory or Management Responsibilities
EDUCATION and/or EXPERIENCE
Four years administrative experience providing documentation support; preferably in a federal office environment
Bachelor Degree in closely related field. Substitution
Four years of direct relevant experience in addition to the required minimum of four years of experience can substitute for a bachelor's degree
Experience with document processing and management
KNOWLEDGE, SKILLS AND ABILITIES
Exercise judgment in validating conflicting information and presents completed information in a comprehensive manner
Knowledge of Microsoft office software suite, including but not limited to, Word, PowerPoint and Excel
Qualified typist (40 to 60 words per minute).
Ability to research, collect, develop and consolidate data for use in the preparation of reports
Knowledge of correspondence to include syntax, spelling, grammar, capitalization and punctuation.
Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced
Skill in operating an electronic typewriter or word processing automated system and skilled in operating related equipment such as printers, copiers and modems.
Excellent communication skills; both oral and written
Maintain a public trust security clearance
Ability to successfully pass a drug screen and background check