Documentation and Administrative Support Specialist

Harkcon, Inc. is pursuing a contract supporting the U.S. Coast Guard Offshore Patrol Cutter (OPC) Project Resident Office (PRO) in Mobile, Alabama. Should Harkcon be awarded the contract, our team will provide administrative and program support services for OPC program execution.

This position is contingent upon Harkcon being awarded the work. We are interviewing and sending contingent offer letters to the most qualified applicants in a number of labor categories.

The Documentation and Administrative Support Specialist will provide day-to-day office and program support for OPC business, including communications, documentation capture, writing, task tracking, briefings, meeting support, correspondence, reporting, calendars, travel coordination, and administrative tracking.

Duties and Responsibilities

• Provide day-to-day administrative support for OPC business in communications, documentation capture, writing, task tracking, briefings, and meeting support.
• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, program documentation, meeting notes, and action items.
• Obtain and present information and prepare recurring and special reports.
• Research, assemble, and summarize material related to OPC PRO office functions and reporting requirements.
• Advise office personnel on document requirements and formats and coordinate with senior military and civilian personnel to obtain information.
• Receive incoming correspondence, establish suspense controls, prepare executive and staff correspondence, maintain logs and records, and review outgoing correspondence for format, grammar, and completeness.
• Receive office visitors and telephone calls, screen inquiries, maintain calendars, arrange appointments, and coordinate meetings and conferences.
• Compile statistics and supporting analyses for decision-making and recommend workflow or procedural improvements.
• Coordinate official command travel, including reservations, itineraries, records, and protocol support for distinguished visitors.
• Support administration, collection, and submission of data calls, including fast-turn responses.
• Maintain tracking for memoranda, plans, reports, agreements, training, evaluations, certifications, and awards through review and approval processes.
• Research communication tools and products and help create communication materials, handouts, and support for media or special events.
• Support ceremonial events, including correspondence, guest list tracking, print package review, meeting participation, action tracking, and POA&M reporting.

Minimum Qualifications

• Minimum of four (4) years of office environment documentation support.
• Bachelor’s degree, or four additional years of relevant experience in lieu of the degree.
• Knowledge of Microsoft Office software, including Word, PowerPoint, and Excel.
• Ability to research, collect, develop, and consolidate data for reports.
• Knowledge of standard processing procedures, formats, and distribution requirements for correspondence, presentations, and reports.
• Proficiency with MS Word, Excel, PowerPoint, SharePoint, MS Outlook, and related tools used on a Coast Guard standard workstation.

Work Environment

• Work is performed in the OPC PRO office in Mobile, Alabama.
• Normal hours are generally 0900 to 1700 CST, Monday through Friday, except Federal holidays, though other hours may be required.

Harkcon, Inc. is an is an Equal Opportunity-Affirmative Action Employer – Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age