Koniag Government Services is hiring: Administrative Assistant in Elizabeth City

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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.

We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, vacation and sick leave and more.

Overview

The contractor shall provide Administrative Assistant support to the respective division as described below, which may not be all inclusive.

Essential Functions, Responsibilities & Duties

• 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 includes 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.

• 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, reviewing and offering schedule advice.
• 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 non-technical 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 (TONOs) 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 remove records for personnel who have left the command; and other duties as assigned.

• Develop And Maintain Databases To Include: Develop internal controls and administrative procedures to meet office needs, including design and management of electronic document workflow processes; assist with the SharePoint environment to transition and manage division correspondence and workflows to MS SharePoint; develop and maintain rudimentary databases to automate manual organizational functions (document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, 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 well-organized presentations; publish and maintain reports and division material to the CG Portal website; improve organization and retrieval of office correspondence, and support 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 and coordinate transfer to a federal document repository as required by the CG Records Management Program; and other duties as assigned.

• Clerical Functions To Include: Support office productivity through stocking and ordering of office supplies and maintenance of office equipment; establish orders, receive, record, and distribute technical publications; perform audits in accordance with applicable USCG policies.
• Maintain division Internet/Intranet presence by uploading files to the division website and ensuring material is current; responsible for timely submission of help tickets/work requests for divisional issues; may assist with monitoring divisional budgets; ensure cleanliness and organization 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, punctuation, format, 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 directives ensuring correct routing, currency and clerical accuracy of documents; review outgoing mail for enclosures, dates, and signatures in accordance with the CG Correspondence Manual and related instructions; other duties as assigned.

• Serve as timekeeper for Government employees in Web TA, resolve discrepancies, and answer inquiries, including: add/remove delegates, assign supervisors, unlock/reset passwords, set and update default schedules, create Work Time Transactions, enter work hours, generate biweekly reports, review leave audits, print weekly leave reports, validate timecards, assist with correcting timecards, add holidays/administrative time when necessary, annually update accounting data, review Time and Attendance Summary; completion of online training furnished by Coast Guard.
• This duty may require timekeeping as a ministerial function and, although contractor employees may not supervise USCG employees, they may serve as timekeepers with appropriate contract clauses and approval by the USCG supervisor.

Note: The timekeeper has access to information protected by the Privacy Act; the USCG protects this information through contract clauses. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials, as well as delivery and tracking of procurement requests to the appropriate procurement staff.

Our Equal Employment Opportunity Policy: The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, ethnicity, sex, sexual orientation, gender or gender identity (except where gender is a bona fide occupational qualification), national origin or ancestry, age, disability, citizenship, military/veteran status, marital status, genetic information or any other characteristic protected by applicable federal, state, or local law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits, and all other privileges, terms, and conditions of employment. If you require an accommodation to navigate or apply for a position on our website, please contact Heaven Wood via e-mail at accommodations@koniag-gs.com or by calling 703-488-9377 to request accommodations.

Koniag Government Services (KGS) is an Alaska Native Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions, Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag, we apply our commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward-leaning technical, professional, and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. For more information, please visit www.koniag-gs.com.

Equal Opportunity Employer/Veterans/Disabled. Shareholder Preference in accordance with Public Law 88-352

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative
• Industries IT Services and IT Consulting

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