Documentation and Admin Support

Location: Work is performed on-site at the Austal USA Shipyard, 100 Austal Way, Mobile, AL 36602

Position Summary:

This role provides day-to-day documentation, writing, task tracking, briefing, and meeting support to the U.S. Coast Guard’s Offshore Patrol Cutter (OPC) Program Office. The Specialist develops PowerPoint presentations, emails, white papers, spreadsheets, and program documentation; records meeting notes and action items; and supports the OPC Program Office in producing recurring and special reports. The position interfaces with senior military and civilian personnel within the organization to obtain information, validate conflicting information, and present complete, comprehensive deliverables.

Responsibilities:

• Provide day-to-day administrative support for OPC Program Office business — communications, documentation capture, writing, task tracking, briefings, and meeting support
• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, and graphs; generate overall program documentation
• Record meeting notes and action items and deliver them to customers
• Prepare a variety of recurring and special reports; provide input and editing to routine and non-routine reports using established formats and templates
• Research, assemble, and summarize material pertaining to OPC Program 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; exercise judgment in validating conflicting information
• Participate in ceremonial-related meetings and track action items requiring Surface Program response or resolution
• Track dates and schedule changes; develop program-specific ceremonial POA&M reports and maintain them until event completion
• Provide data for and assist in preparation of lessons-learned reports and briefs
• Performs other related duties as assigned

Requirements:

Required Qualifications:

• **Active Secret-level security clearance required**
• Minimum of four (4) years of office-environment documentation support experience
• Bachelor’s Degree from an accredited institution; substitution: a minimum of four (4) additional years of relevant experience may substitute for the bachelor’s degree
• Knowledge of the Microsoft Office software suite, including Word, PowerPoint, and Excel
• General document processing and management proficiency
• Ability to research, collect, develop, and consolidate data for use in the preparation of reports
• Knowledge of standard processing procedures, formats, and distribution for correspondence, presentations, and reports
• Excellent written and verbal communication skills in English
• Demonstrated attention to detail and ability to manage multiple deadlines

Preferred Qualifications:

• Prior experience supporting a USCG, DoD, or DHS program office
• Experience with executive-level correspondence and senior leadership briefings
• Familiarity with shipbuilding or federal acquisition environments
• Experience with SharePoint document management
• Prior experience preparing materials for ceremonial events or distinguished-visitor functions

Other Requirements:

• U.S. citizenship required
• Must obtain a DHS Common Access Card (CAC)
• Must execute DHS Non-Disclosure Agreement (DHS Form 11000-6) as a condition of employment
• Must complete required DHS IT security and privacy training within required timeframes
• Work is performed on-site at the OPC Program Office in Mobile, AL

Physical Demands: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable people with disabilities to perform the described essential functions of the job.

• Physical demands: While performing the duties of job, employee is required to stand; walk; sit; use hands to fingers, handle or feel objects; reach with hands and arms; talk and hear; type/use computer and phone. Prolonged Sedentary work that primarily involves sitting/standing. Light work that includes moving objects up to 40 pounds.
• Non-Physical demands: Frequently requires performing multiple tasks simultaneously, working closely with others as part of a team, and tedious or exacting work. Occasionally requires time pressures, emergency situations, and frequent change of tasks. Rarely requires irregular schedule/overtime and noisy/distracting environment.
• Work environment: Generally, an office-type position. The noise level in the work environment is usually quiet in office settings and moderate in other situations. This is primarily a work-from-home position, with some travel to Corporate Office area as needed. Requires eligibility to work in the US and may require a background investigation or security clearance.

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Email [email protected] if you would like to request an accommodation.