Coast Guard Exchange (USCGCSC) · 1 day ago
Administrative Specialist FT – 6616
Chesapeake, VA, US
Full-time
Onsite
Mid Level
$18.31/hr - $18.31/hr
3+ years expCoast Guard Exchange (USCGCSC) is seeking an Administrative Specialist to support upper-level management functions. The role involves coordinating various administrative tasks, ensuring compliance with directives, and providing customer service in a professional manner.
Retail
Responsibilities
Coordinates and performs a wide variety of responsible administrative functions in support of upper-level management functions
Organizes flow of operational program processes in an office environment
Establishes status of actions on numerous projects and program operations
May serve on a variety of advisory committees
Reviews and interprets directives and regulations
Maintains official files
Advises staff on development and implementation of local administrative directives and procedures
Assists in the development of internal policies, procedures and work methods affecting administrative management operations
Ensures compliance by managers and supervisors by reviewing and revising studies, reports, correspondence for accuracy and format
Collects, compiles and organizes information and data to meet administrative requirements
Prepares correspondence and drafts instructions
Facilitates methods for automating reports and correspondence and ensures adherence to paperwork management requirements and Coast Guard standards of grammar and punctuation
Uses a personal computer to transmit correspondence, create reports, databases, spreadsheets, graphics, slide shows and presentations
Manipulates data to meet presentation and report requirements
Enforces and guides employees on proper NAF correspondence rules and correct grammar, spelling, capitalization and punctuation
Receives telephone calls, visitors, complaints and outside contacts and directs them to appropriate contacts when necessary
Receives and delivers messages to staff members
Arranges and maintains appointment calendars for management
Routes incoming mail to management
Establishes suspense dates to collect responses and submits information as required by requests
Serves as a backup to the travel coordinator in areas such as arranging and preparing travel orders, assisting the traveler with their initial 2070 travel request, requesting cash advances and helping the travel coordinator with blanket orders annually as needed
May perform support functions such as gathering statistical data; monitoring and reporting on support budgets; assisting in developing financial plans, obligating fund; maintaining stock of office supplies, making arrangements for special events; preparing and conducting briefs, presentations and training sessions; monitoring and distributing personnel paperwork such as selection and recruitment requests, personnel actions, training notices, performance reviews, position descriptions, individual development plans
Provides World-Class Customer Service with an emphasis on courtesy
Assists customers and communicates positively in a friendly manner
Acts to solve problems quickly
Alerts the higher-level supervisor, or proper point of contact for help when problems arise
Adheres to safety regulations and standards
Promptly reports any observed workplace hazards, and any injury, occupational illness, and/or property damage resulting from workplace mishaps to the immediate supervisor
Adheres to established standards of actively supporting the principles of the EEO program and prevention of sexual harassment
Maintains confidentiality and observes requirements regarding personally identifiable information (PII)
Performs other related duties as assigned
Qualification
Required
Three years' experience
administrative assistant experience which demonstrates broad knowledge of administrative practices and principles
Advanced computer skills including Microsoft Office Suite experience
This is a white-collar position where occasional lifting up to 20 lbs. may be required
Preferred
An Associate's Degree from an accredited university with emphasis in business administration or related field
One year or more of executive administrative assistant experience
Experience working as a NAF or USCG employee
Benefits
Paid Annual and Sick Leave
Holiday Pay
Medical/Dental/Vision Insurance
Flexible/Dependent Spending Account
Pension Plan
401k Savings Plan
Life Insurance
Short Term/Long Term Disability
Tuition Assistance
Paid Parental Leave
Company
Coast Guard Exchange (USCGCSC)
The Coast Guard Community Services Command (CSC) was commissioned on March 26th, 2009 with its headquarters located in Chesapeake, Virginia.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Anne Hargrove
Chief Operating Officer
John Reiley
Chief Operating Officer
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