Overview
Administrative Assistant – OPS Division Jobs in Washington at A2 Federal
Job Description
Responsibilities:
Aviation Training Program Management:
Ensuring continuity of the Aviation Training Program
Managing complex training issues
Conducting periodic reviews and revisions of current instructions
Maintaining continuity to military Operation personnel
Training Liaison:
Serve as liaison between training commands, Flight Examining Boards, and station personnel throughout the training process
Primary POC:
Serving as the primary POC on training and training record/flight pay administration questions IAW COMDTINST M3710.1
Drafting and updating training records and providing guidance to personnel regarding standards and requirements to maintain ground and flight designation and qualifications
Ground Support Equipment Management:
Developing and maintaining a mast list of all ground support equipment used by licensed miliary, civilian, and contractor personnel at CG-AIR
Providing quarterly updates of initial qualifications and expiration dates to the BOD at ALC by the 15th of March, June, September, and December each year
Training Records System:
Creating and maintaining training records for each aircraft type
Providing updates to training software for OPS and Flight Examining Board Members
Flight Training Oversight:
Tracking flight training requirements and currency by systematically reviewing pilot and aircrew training records for military and Operational Contract Pilots IAW COMDTINST M3710.1
Assisting the Operations Office with incoming ALC pilot requirements by providing training data and coordinating qualification courses
Scheduling and Monitoring:
Scheduling all training requirements IAW COMDTINST M3710.1
Monitoring pilots’ 30-day warm-up requirements and notifying members before expiration
Coordinate pilot simulator and proficiency courses with the ALC Training Coordinato
Publication and Documentation Management:
Distributing publication updates to all ALC pilots and air crews
Assisting the Aviation Incentive Pay Administrator in managing Hazardous Duty Incentive Pay by maintaining files, records, and documentation
Providing electronic authorization for individuals to obtain protective flight clothing
Provide receptionist support and accomplish the clerical and administrative functions to include:
Assist with scheduling meetings and TEAMS calls and providing support for related activities
Establishing and maintaining office files (both paper and electronic) and divisional and management calendars in accordance with (IAW) USCG and local command procedures
Acting as the Point of Contact (POC) for visitors and responding to non-technical inquiries, while directing technical calls to the appropriate individual
Arranging and attending division staff meetings, as needed, taking meeting minutes, and following up as needed to ensure action items are completed as scheduled
Participating in the Events Team to assist with ceremonies or visits at ALC, working with Protocol Specialist or the Command Secretary
Maintaining, updating and submitting support requests
Preparing reports, attending meetings, managing correspondence, or supporting related projects within the assigned division.
Maintain Personnel Information to include:
Managing employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents
Providing basic information on personnel matters such as training, leave, benefits, and other job-related procedures
Preparing and maintaining a log of all travel and training requests for division-funded activities. Assisting with creating travel authorizations, reviewing travel claims upon receipt, and notifying employees of any required changes or corrections
Developing Hiring Panel Packages
Updating and maintaining command Divisional Rosters (Organizational Charts) by ensuring personnel information is kept current and removing personnel who leave the command
Managing CG-AIR Distribution lists within USCG One (CGOne)
Ensuring that competency mapping is completed if the admin is assigned to a Technical Evaluation Team (TET)
Adding new employees to the current Employee Notification System upon check-in
Maintaining Regroup rosters for assigned AOR
Develop and maintain databases to include:
Designing and managing electronic document workflow
Assisting and working with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows in Microsoft SharePoint
Developing and maintaining rudimentary databases that automate manual organizational functions (i.e., document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, and USCG Portal websites)
Developing methods to automate recurring reports
Modifying existing automated systems to update functionality or correct problems
Preparing templates for division newsletters, brochures, reports, and briefings utilizing Microsoft Publisher
Preparing and distributing various reports and distilling disparate report elements into a well-organized and easily understood presentation of graphical and narrative elements
Publishing and maintaining reports and division material to the USCG Portal website
Improving organization and retrieval of office correspondence, printing labels, and batched letter production
Developing sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports
Providing administrative support and producing USCG correspondence, documents, spreadsheets, and graphics as requested for division support
Managing physical document archives
Ensuring structured tracking via the ALC eRouter
Ensuring that all correspondence is fully processed and filed per the division’s leadership, as well as transferring of archives to federal document repository IAW the USCG Records Management Program
Clerical Functions to include:
Supporting office productivity by stocking and submitting purchase requests for office supplies in applicable application/system and maintaining office equipment
Assisting with acquiring and disposal of government furnished supplies and equipment within current USCG policies
Establishing orders, receiving, recording, and distributing technical publications
Performing scheduled and routine technical publication audits IAW applicable USCG policies
Maintaining division Internet/Intranet presence by uploading files to the division web site and ensuring that all materials displayed on the web are current and up to date
Responsible for the timely submission of heat tickets/work requests for divisional issues
Assisting with monitoring divisional budgets, to include building Procurement Request (PR) with information provided by government personnel
Responsible for the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms
Drafting letters, memoranda, and responding to non-technical inquiries
Reviewing divisional correspondence for grammatical accuracy, punctuation, format, etc., and ensuring suspense dates are met
Establishing, maintaining controls, and following up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents
Providing control of division directives ensuring the correct routing, currency and clerical accuracy of the documents
Reviewing outgoing mail for enclosures, dates, signatures IAW the USCG Correspondence Manual COMDTINST M5216.4 and USCG ALCINST 5216.1
Serve as timekeeper for Government employees in GovTA, to include:
Resolving discrepancies
Addressing inquiries
Managing delegate assignments, supervisor designations, and employee accounts (e.g., unlocking/resetting passwords)
Setting and updating default schedules for employees
Creating and managing Work Time transactions, including entering work hours once transactions are created
Generating biweekly reports such as unvalidated/uncertified timecards and review leave audit reports
Printing weekly approved leave reports and validating timecards upon AOR request
Assisting with correcting timecards and adding holidays or administrative time when necessary
Annually update accounting data and review the Time and Attendance Summary
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Required Skills
Be citizens of the U.S.
Possess the ability to read, write, speak, and comprehend English
Possess excellent written and verbal communication skills
Possess knowledge and ability to perform simple arithmetic
Possess knowledge of Microsoft Office applications
Possess excellent ability to manage multiple tasks with competing deadlines
Possess the ability to work with minimal Government oversight
Proficiency in the Microsoft Office suite including, but not limited to, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and knowledgeable of Microsoft SharePoint, Microsoft Publisher, Microsoft Teams and Adobe Acrobat Professional
Excellent interpersonal, written, and oral communication skills
Strong analytical, problem solving, organizational, grammar, and planning skills
Ability to prioritize, organize, and manage tasks in a multitasking environment
Ability to commit and maintain the highest level of confidentiality
Perform 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; pushing and/or pulling objects weighing up to thirty (30) pounds; and lifting and carrying objects weighing up to twenty (20) pounds
Frequent activities may involve climbing stairs, kneeling, and/or crouching to retrieve files and other items
Ability to perform normal administrative functions
Ability to speak in front of large groups
Ability to produce formal documents and reports
At least two (2) years’ experience in USCG procedures, to include USCG aeronautical practices as defined in COMDTINST M13020.1, utilizing ALMIS
Demonstrated experience with ALMIS reports
Familiar with the following instructions:
COMDTINST M5216.4
COMDTINST M3710.1
COMDTINST M13020.1
COMDTINST M7220.29
ALCINST 13020.1
ALCINST 3710.1
ALCINST 5224.4
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About A2 Federal
A2 Federal is dedicated to augmenting the United States’ national security efforts, domestically and abroad. We specialize in intelligence, language, and information technology/cyber services to support the Department of Defense, the Intelligence Community, and other agencies across the federal government.
Title: Administrative Assistant – OPS Division
Company: A2 Federal
Location: Washington
