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Koniag Government Services · 13 hours ago

Administrative Assistant

Elizabeth City, NC

Full-time

Onsite

New Grad, Entry Level

Koniag Government Services is seeking an Administrative Assistant to support KMS and their government customer. The role involves performing various routine administrative and office support tasks, including customer service inquiries, maintaining records, and managing office files and correspondence.

EnterpriseGovernmentProfessional Services

Responsibilities

Respond to customer service inquiries and provide administrative support to the assigned organizational function

This is accomplished by receiving, screening, and directing telephone calls and visitors, entering and updating divisional information, maintaining reports and logs, managing incoming and outgoing correspondence and documents, and completing other related clerical activities

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 of 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

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

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/Intranet 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)

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

Unlock/Reset Passwords

Set default schedule for employees

Update default schedule

Create Work Time Transactions

Enter Work Hours once Work Time Transaction is created

Generate Un-validated/ Un certified 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

Other duties as assigned

Qualification

MS SharePointDatabase managementTimekeeping systemsCustomer serviceClerical skillsCommunication skillsOrganizational skills

Required

Perform a variety of routine administrative and office support tasks

Respond to customer service inquiries and provide administrative support to the assigned organizational function

Receive, screen, and direct telephone calls and visitors

Enter and update divisional information

Maintain reports and logs

Manage incoming and outgoing correspondence and documents

Provide receptionist support and accomplish the clerical and administrative functions of the division

Answer phones and take messages for Division Chiefs and Office Managers

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

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 of Divisional Rosters by ensuring division personnel information is kept up to date through the Workforce Accountability List (WAL)

Ensure personnel leaving the command are removed from the database

Develop And Maintain Databases To Include internal controls and administrative procedures to meet office needs

Design and manage electronic document workflow process

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

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

Transfer archives to federal document repository in accordance with the CG Records Management Program

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/Intranet 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

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)

Serve as timekeeper for Government employees in Web TA, resolve discrepancies, and answer inquiries

Add/Remove Delegates, Assign Supervisors

Unlock/Reset Passwords

Set default schedule for employees

Update default schedule

Create Work Time Transactions

Enter Work Hours once Work Time Transaction is created

Generate Un-validated/ Un-certified Timecards report biweekly

Review Leave Audit Report

Print weekly approved Leave Report

Validate Timecard when requested by employee Supervisor

Assist with Correcting Timecards