Zantech

Zantech

Secret Cleared Documentation & Administrative Support Specialist

Mobile, AL

No sponsorshipDetected 61 days ago
StatisticsCybersecurityExcelResearchCommunicationPublic SpeakingMicrosoft Office

About the role

  • Are you looking for your next challenge?
  • Are you ready to work with a performance-based small company?
  • We would love to talk with you regarding the next step in your career.

Responsibilities

  • The Documentation & Administrative Support Specialist provides comprehensive day-to-day administrative and documentation support for the OPC PRO office in Mobile, AL.
  • This position supports the full range of office functions including correspondence management, scheduling, travel coordination, meeting support, data calls, ceremonial event coordination, and communications activities.
  • Provide day-to-day administrative support including documentation capture, writing, task tracking, briefings, and meeting support; develop PowerPoint presentations, emails, documents, white papers, spreadsheets, and graphs; record and deliver meeting notes and action items.
  • Receive all incoming correspondence, determine priority and routing, attach relevant background materials, establish suspense controls, and maintain logs on incoming correspondence with follow-up to ensure timely action.
  • Receive office visitors and telephone calls; screen calls and inquiries; maintain calendars; arrange, modify, and/or refuse appointments; accept or decline invitations to receptions, ceremonies, and meetings.
  • Arrange conferences and meetings; maintain office records and file documents; obtain and consolidate statistical and informative material from office files and records.
  • Perform all necessary arrangements for official command travel using the USCG travel system, including airline reservations, hotel accommodations, rental cars, and travel document processing; maintain detailed itineraries and records of official travel.
  • Coordinate travel and create detailed itineraries for Distinguished Visitors; ensure all official protocol obligations are met; maintain the Command Official Guest Register.
  • Support the administration, collection, and submission of data calls, including those requiring responses within 24 hours or less (as few as 4 hours); expected volume is a minimum of 40 data calls per hull per annum per program.
  • Maintain tracking for administrative items in review and approval processes including decisional memoranda, MSAM documents, MOUs, MOAs, IAAs, personnel training records, member evaluations, certifications, and awards.

Requirements

  • Minimum four (4) years of experience in an office environment documentation support role.
  • Proficiency in Microsoft Office suite including Word, PowerPoint, and Excel
  • Knowledge of standard processing procedures, formats, and distribution requirements for correspondence, presentations, and reports.
  • Must be able to obtain and maintain a Secret-level security clearance.
  • Bachelor's degree
  • minimum four (4) additional years of relevant experience in lieu of degree.

Nice to have

  • Familiarity with USCG correspondence standards (COMDTINST M5216.4) preferred.

Company info

  • At Zantech, we are a dynamic Woman Owned Small Business focused on providing complex, mission-focused solutions with a proven track record of outstanding customer performance and high employee satisfaction.

Visa & Work Authorization

  • Must be able to obtain and maintain a Secret-level security clearance
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This listing is sourced directly from Zantech's careers page and normalized into a canonical job model.