Administrative Assistant

📍 Elizabeth City, NC
📌 Full-Time | On-site | Hiring Contingent upon Award

Synertex LLC is seeking a detail-oriented Administrative Assistant to provide administrative and office support services in support of United States Coast Guard operations in Elizabeth City, North Carolina. This position supports division operations through administrative coordination, personnel support, records management, correspondence tracking, workflow support, reporting activities, and GovTA timekeeping functions. The ideal candidate will possess strong organizational and communication skills and demonstrate the ability to manage multiple priorities in a fast-paced office environment with minimal Government oversight.

RESPONSIBILITIES

Administrative and Division Support

• Provide receptionist support and accomplish clerical and administrative functions.
• Assist with scheduling meetings and Microsoft Teams calls and provide support for related activities.
• Establish and maintain office files (paper and electronic) and divisional and management calendars in accordance with USCG and local command procedures.
• Serve as the Point of Contact (POC) for visitors and respond to non-technical inquiries while directing technical calls to appropriate personnel.
• Arrange and attend division staff meetings, take meeting minutes, and follow up on action items as required.
• Participate in the Events Team to support ceremonies or visits at ALC in coordination with the Protocol Specialist or Command Secretary.
• Maintain, update, and submit support requests.
• Prepare reports, attend meetings, manage correspondence, and support related projects within the assigned division.

Personnel and Administrative Support

• Manage employee records, accident reports, performance appraisals, job descriptions, and related personnel documentation.
• Provide information regarding training, leave, benefits, and job-related procedures.
• Prepare and maintain logs for travel and training requests for division-funded activities.
• Assist with travel authorizations, review travel claims, and notify employees regarding required corrections.
• Develop Hiring Panel Packages.
• Update and maintain divisional rosters and organizational charts.
• Manage CG-AIR distribution lists within CGOne.
• Ensure competency mapping completion when assigned to a Technical Evaluation Team (TET).
• Add new employees to the Employee Notification System upon check-in.
• Maintain Regroup rosters for assigned areas of responsibility.

Workflow, Reporting, and Records Support

• Design and manage electronic document workflows.
• Assist with transitioning and managing division correspondence and workflows within Microsoft SharePoint.
• Develop and maintain rudimentary databases that support organizational functions, including document archives, phone lists, personnel assignments, spreadsheets, correspondence routing, and portal sites.
• Develop methods to automate recurring reports.
• Modify automated systems to update functionality or correct issues.
• Prepare templates for newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
• Prepare and distribute reports and organize graphical and narrative reporting elements.
• Publish and maintain reports and division material on the USCG Portal website.
• Improve organization and retrieval of office correspondence, printing labels, and batched letter production.
• Develop spreadsheet and database sequencing to automatically update, revise, calculate, and retrieve information for organizational reports.
• Produce USCG correspondence, documents, spreadsheets, and graphics in support of division operations.
• Manage physical document archives.
• Ensure structured tracking through the ALC eRouter system.
• Ensure correspondence is processed and archived in accordance with division leadership direction and the USCG Records Management Program.

Clerical and Office Support

• Support office productivity by stocking and submitting purchase requests for office supplies and maintaining office equipment.
• Assist with acquisition and