What are the responsibilities and job description for the Documentation & Administrative Support Specialist position at Heartland Consulting?
About the Opportunity
Heartland Consulting is seeking a Documentation & Administrative Support Specialist to provide high-quality day-to-day administrative and documentation support to U.S. Coast Guard leadership and program offices. This full-time, SCA-covered position plays a vital role in ensuring smooth operations, professional correspondence, and executive-level document support for complex acquisition and shipbuilding programs.
This is an excellent opportunity for a polished, highly organized administrative professional who excels in a fast-paced government environment.
Key Responsibilities
- Provide comprehensive day-to-day administrative support, including correspondence, calendar management, visitor coordination, phone support, meeting logistics, and travel arrangements using USCG systems.
- Prepare, edit, and format high-quality reports, briefings, white papers, graphs, and executive-level documents.
- Manage incoming and outgoing correspondence, track suspenses, and support approval workflows.
- Respond to data calls and support ceremonial events, media coordination, and protocol requirements.
- Maintain organized logs, files, and trackers for decisional memoranda, training records, awards, and other program documentation.
Minimum Qualifications
- Minimum 4 years of documentation and administrative support experience in an office environment.
- Bachelor's degree preferred (or 4 years of relevant experience may substitute).
- Strong proficiency in Microsoft Office Suite, particularly Word, PowerPoint, and Excel.
- Excellent grammar, writing, formatting, research, and data consolidation skills.
- Solid knowledge of standard federal correspondence formats, report distribution procedures, and document control practices.
- Ability to manage multiple priorities and meet tight deadlines with a high degree of professionalism.
- Active Secret clearance preferred (or ability to obtain one).
What We're Looking For
We're looking for a proactive, detail-oriented team player with strong communication skills and a customer-service mindset. Prior experience supporting DoD or U.S. Coast Guard offices is highly desired.
About Heartland Consulting Heartland Consulting provides high-quality professional and technical services to federal government clients, with a strong focus on the U.S. Coast Guard and Department of Defense. We pride ourselves on integrity, reliability, and delivering exceptional support to our customers.
How to Apply Interested candidates should submit their resume and a brief cover letter highlighting relevant administrative and documentation experience HR@heartlandconsulting.com.
Heartland Consulting is an Equal Opportunity Employer.
Salary : $65,000 - $95,000