Koniag Management Solutions, LLC, a Koniag Government Services company, is seeking an Administrative Assistant to support KMS and our government customer in Elizabeth City, NC.
Essential Functions, Responsibilities & Duties may include, but are not limited to:
The primary tasking of this position will be to perform a variety of routine administrative and office support tasks, 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.
The contractor shall provide Administrative Assistant support to the respective division as follows, which may not be all inclusive:
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
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 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; and 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; and 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 schedules
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; and other duties as assigned.
Note: The timekeeper has access to information protected by the Privacy Act, such as social security numbers and other personal information. The USCG protects this information through putting the appropriate Privacy Act clauses in the contract. (FAR Part 24) The contractor employee can act as timekeeper with the appropriate
contract clauses. The USCG supervisor must approve all leave and certify time for payment.
The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials, as well as delivery and tracking of procurement requests to the appropriate procurement staff.
Our Equal Employment Opportunity Policy
The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, ethnicity, sex, sexual orientation, gender or gender identity (except where gender is a bona fide occupational qualification), national origin or ancestry, age, disability, citizenship, military/veteran status, marital status, genetic information or any other characteristic protected by applicable federal, state, or local law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits, and all other privileges, terms, and conditions of employment.
The company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website, please get in touch with Heaven Wood via e-mail at accommodations@koniag-gs.com or by calling 703-488-9377 to request accommodations.
Koniag Government Services (KGS) is an Alaska Native Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions, Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag, we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward leaning technical, professional, and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers, employees, and native communities. For more information, please visit www.koniag-gs.com .
Equal Opportunity Employer/Veterans/Disabled. Shareholder Preference in accordance with Public Law 88-352
Job Details
Job Family SCA Administrative Support and Clerical Occupations
Job Function SCA
Pay Type Hourly
