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.

This position is covered under the Service Contract Act. We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, paid holidays, paid Vacation, paid sick leave and more.

• Essential Functions, Responsibilities & Duties may include, but are not limited to:
  The primary task 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.
• Receive, screen, and direct telephone calls and visitors; enter and update divisional information; maintain reports and logs; manage incoming and outgoing correspondence and documents; and complete 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, including answering phones and taking messages for Division Chiefs and Office Managers, scheduling, and related duties.
• 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 other than technical; refer technical calls to the appropriate individual.
• Arrange and attend division staff meetings, when required, and follow up to ensure action items are completed as scheduled.
• Maintain and update divisional Closed Caption Television System by submitting Help tickets through ISD; and 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 of Divisional Rosters by ensuring division personnel information is kept up to date through the Workforce Accountability List (WAL) and remove personnel who leave the command from the database.
• Develop and maintain internal controls and administrative procedures to meet office needs, including electronic document workflow processes; assist with SharePoint transitions and workflows; develop and maintain rudimentary databases for document archives, phone lists, personnel assignments, spreadsheets, 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 using MS Publisher.
• Publish and maintain reports and division material to the CG Portal website; improve organization and retrieval of office correspondence; print labels and batched letters.
• 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 for division support.
• Manage physical document archives through structured tracking and filing systems and transfer archives to a federal document repository in accordance with the CG Records Management Program.
• Other duties as assigned.

• Support office productivity through stocking and ordering of office supplies and 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 website and ensuring current material.
• Responsible for timely submission of help tickets/work requests for divisional issues.
• May assist with monitoring divisional budgets.
• Maintain the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms.
• Compose letters, memoranda, and responses to inquiries not of a technical nature; review divisional correspondences for grammatical accuracy and ensure suspense dates are met.
• Establish, maintain controls, and follow up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents.
• Provide control of division…