Administrative Assistant

Koniag Management Solutions, LLC, a Koniag Government Services company, is seeking an Administrative Assistant to support KMS and our government customer in Elizabeth City, NC.
Essential Functions, Responsibilities & Duties may include, but are not limited to:
• The primary tasking of this position will be to perform a variety of routine administrative and office support tasks, respond to customer service inquiries and provide administrative support to the assigned organizational function.
• This is accomplished by receiving, screening, and directing telephone calls and visitors, entering and updating divisional information, maintaining reports and logs, managing incoming and outgoing correspondence and documents, and completing other related clerical activities.
The contractor shall provide Administrative Assistant support to the respective division as follows, which may not be all inclusive:
• Provide receptionist support and accomplish the clerical and administrative functions of the division to include:
• Answer phones and take messages for Division Chiefs and Office Managers, view and offer advice on schedule requests.
• Assist with meetings and video teleconference (VTC) scheduling and support activities
• Establish and maintain office files and divisional and management calendars in accordance with USCG and local command procedures
• Serve as the point of contact for visitors and respond to inquiries of other than technical in nature.
• Refer technical calls to the appropriate individual
• Arrange and attend division staff meetings, when required, and follow-up as necessary to ensure action items are completed as scheduled
• Maintain and update divisional Closed Caption Television System by submitting Help tickets through ISD
• Other duties as assigned
Maintain Personnel Information to include:
• Employee records, accident reports, performance appraisals, job descriptions, etc
• Furnish basic information on a variety of personnel matters and procedures concerning training, leave, benefits, and other relevant job information
• Prepare and maintain log of all travel and training requests. Order travel numbers (TONO's) for division funded travel and training
• Review travel claims upon receipt and notify employees of any required changes or corrections
• Maintain paper copies of liquidated claims
• Develop Hiring Panel Packages
• Maintain command Divisional Rosters by ensuring division personnel information is kept up to date through the Workforce Accountability List (WAL) and any personnel leaving the command are removed from the database; and other duties as assigned.
Develop and maintain databases to include:
• Develop internal controls and administrative procedures to meet office needs, to include:
• The design and management of electronic document workflow process.
• Also assist and work with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows to MS SharePoint
• Develop and maintain rudimentary databases that automate manual organizational functions, examples include document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing and CG Portal websites.
• Develop methods for automating recurring reports. Modify existing automated systems to update functionality or correct problems.
• Prepare templates for division newsletters, brochures, reports, and briefings utilizing MS Publisher
• Prepare and distribute various reports and distill disparate report elements into a well organized and easily understood presentation of graphical and narrative elements. Publish and maintain reports and division material to the CG Portal website
• Improve organization and retrieval of office correspondence, printing of labels and batched letter production.
• Develop sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports
• Provide administrative support and produce documents, spreadsheets, and graphics as requested for division support.
• Manage physical document archives through structured tracking and filing systems, as well as transfer of archives to federal document repository in accordance with the CG Records Management Program; and other duties as assigned.
Clerical Functions to include:
• Support office productivity through the stocking and ordering of office supplies, and the maintenance of office equipment
• Establish orders, receive, record, and distribute technical publications. Perform scheduled and routine technical publication audits in accordance with applicable USCG policies.
• Maintain division Internet/Intranet presence by uploading files to the division web site and ensuring that all