Documentation and Administrative Support Specialist

Documentation & Administrative Support Specialist

Location: Mobile, AL

The Documentation & Administrative Support Specialist will provide comprehensive administrative and documentation support for the customer business office, ensuring effective communication, document management, task tracking, meeting support, and coordination of ceremonial and media events. This role is responsible for developing and editing a wide range of documentation, managing office correspondence, supporting data calls, and maintaining records and logs. The Specialist will work closely with office personnel, senior military and civilian staff, and external stakeholders to ensure timely and accurate completion of administrative tasks and program requirements.

Key Responsibilities

• Documentation & Communications Support:
• Develop, edit, and manage PowerPoint presentations, emails, documents, white papers, spreadsheets, graphs, and overall program documentation.
• Record meeting notes and action items, delivering them to customers and stakeholders.
• Obtain, present, and prepare recurring and special reports, using established formats and templates.
• Research, assemble, and summarize material pertaining to office functions; monitor compliance with reporting requirements.
• Advise office personnel on document requirements and formats; validate and present information comprehensively.
• Correspondence & Office Administration:
• Receive, review, and manage incoming correspondence; determine appropriate handling and establish suspense controls.
• Prepare executive and staff-level correspondence and non-technical reports; maintain logs and records on incoming and outgoing correspondence.
• Review outgoing correspondence for compliance with procedures, proper format, grammar, and accuracy; ensure necessary background materials are attached.
• Utilize Microsoft Office Suite and associated programs for document processing and management.
• Visitor & Call Management:
• Receive office visitors and telephone calls, determining identity and purpose; screen calls and inquiries, referring as appropriate.
• Maintain calendars, arrange and modify appointments, and keep personnel informed of schedules.
• Arrange conferences, meetings, and maintain office records and files.
• Data Management & Reporting:
• Receive and review data for completeness and accuracy; compile statistics and analyses for decision-making.
• Perform periodic review of office procedures and workflow; recommend changes for improved efficiency.
• Support administration, collection, and submission of routine data calls, often with rapid turnaround requirements.
• Tracking & Approval Processes:
• Maintain tracking for administrative items in review and approval processes, including decisional memoranda, MSAM documents, agreement memoranda, personnel training, evaluations, certifications, and awards.
• Follow up on documents in concurrent clearance and sequential approval processes.
• Travel & Protocol Support:
• Arrange official command travel using the USCG travel system, including reservations, billing, and travel document processing.
• Maintain itineraries, schedules, and records of official travel; coordinate travel for Distinguished Visitors and ensure protocol requirements are met.
• Maintain the Command Official Guest Register.
• Communications & Media Support:
• Apply COMDTINST M5216.4 (series) for internal and external communications; research and recommend suitable communication tools and products.
• Create draft communication products (literature, trifolds, handouts) and maintain project-related media history files.
• Support coordination of special programs and media events; respond to media queries and maintain program media history.
• Ceremonial Event Support:
• Support ceremonial events (keel laying, christening, commissioning), including correspondence, guest list management, and documentation support.
• Participate in ceremonial meetings, track action items, relay information to program leads, and provide potential resolutions.
• Track dates and schedule changes; develop and maintain ceremonial POA&M reports.
  
  

Required Qualifications

• Minimum of four (4) years of office environment documentation support.
• Bachelor's Degree (substitution: minimum of four additional years of relevant experience).
• Proficiency with Microsoft Office software suite, including Word, PowerPoint, and Excel.
• General document processing and management skills.
• Ability to research, collect, develop, and consolidate data for report preparation.
• Knowledge of standard processing procedures, formats, and distribution for correspondence, presentations, and reports.
  
  

Preferred Skills

• Experience supporting government or DoD program documentation and administrative requirements.
• Strong organizational, analytical, and communication skills.
• Ability to manage multiple priorities and respond to rapid data call requirements.
• Experience coordinating travel and protocol arrangements.
• Familiarity with ceremonial and media event support.
  
  

Work Environment

This position is based at the USCG office in Mobile, AL, and requires close coordination with office personnel, senior staff, and external stakeholders. The Specialist must be able to support rapid response requirements and maintain high standards of documentation and administrative integrity.

Reporting

Reports to the Program Manager and interfaces with government technical leads as required.