Documentation & Administrative Specialist

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Documentation & Administrative Specialist

Dfuse Technologies is an award-winning digital transformation company. By harnessing bold, next-generation technologies, we create modern, cost-effective, and sustainable outcomes for our customers. We are seeking passionate IT professionals who want to drive innovation and shape the future of digital solutions. We are actively seeking qualified candidates to fill the role of Documentation & Administrative Specialist for a USCG program.

Job Summary:

The Documentation & Administrative Specialist will provide the day-to-day administrative needs to include documentation and administrative support in the areas of communications, documentation capture, writing, task tracking, briefings, and meeting support.

Key Responsibilities:

• Prepare reports, briefings, correspondence; track action items; manage logs; ensure accuracy and formatting.
• Develop PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, generate overall program documentation, and record meeting notes and action items and deliver to customers.
• Obtain and present information and prepare a variety of recurring and special reports.
• Provide input and editing to routine and non-routine reports.
• Research, assemble and summarize a wide variety of material pertaining to 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.
• Receive all incoming correspondence addressed to the office; determine which should be brought to the supervisors’ attention or handled personally and establish suspense controls.
• Prepare executive and staff level correspondence and non-technical reports.
• Maintain logs and records on incoming correspondence and follow up to ensure timely action.
• Review outgoing correspondence for supervisor''s signature to ensure material is presented in compliance with current procedures and policies, proper format, grammar and typographical accuracy and that all necessary and appropriate background material are attached.
• Discuss inaccuracies, deviations from procedures and omissions with originator or subordinate clerical staff to obtain necessary corrections or background materials.
• Utilize various automated systems including Microsoft Office Suite and associated programs.
• Receive office visitors and telephone calls determining the identity of the caller and general purpose of the call.
• Arrange, modify and/or refuse appointments, accept or decline invitations to receptions, ceremonies and meetings.
• Keep the assigned personnel informed of schedule, make adjustments and arrange for attendance by staff members as necessary.
• Arrange conferences, meetings, and maintain office records and file documents, obtaining and consolidating statistical and informative material from office files and records.
• Perform periodic review of office procedures, coordination and workflow, and make recommendations for changes to ensure effective and efficient operations regarding administrative and clerical work.
• Perform all necessary arrangements required for official command travel to include airline reservations, billing, hotel accommodation/reservations, rental car reservations, and travel document origination/processing.
• Maintain tracking for and support administrative items in the review and approval process of decisional memoranda, MSAM documents (plans and reports), agreement memoranda (Memorandums of Understanding (MOUs), Memorandums of Agreement (MOAs), Inter/Intra Agency Agreements (IAAs), personnel training, member evaluations, certifications, and awards. This requires follow up on documents in the concurrent clearance and sequential approval processes.
• Support all ceremonial efforts (i.e., keel laying, christening, commissioning) to include correspondence and coordination with other directorates, preparation and tracking of invitational guest lists, review and editing of print packages and other documentation support.
  
  

Required Qualifications:

• U.S. Citizen
• Minimum of Four (4) years office environment documentation support.
• Knowledge of Microsoft Office software suite, including but not limited to, Word, PowerPoint and Excel. General document processing and management.
• Ability to research, collect, develop and consolidate data for use in the preparation of reports.
• Knowledge of standard processing procedures, formats, distribution for correspondence, presentations and reports produced
• Experience supporting the administration, collection and submission of 40 data calls per hull per annum per program at a minimum that requires a response within 24 hours but with an expedited timeframe on some of less than 4 hours.
  
  

Required Education:

• Bachelor’s Degree. Substitution for a bachelor’s degree will be minimum of four years of relevant experience in addition to the required minimum years of experience.
  
  

Clearance:

• SECRET
  
  

Location:

• Mobile, AL