Provide receptionist support and accomplish the clerical and administrative functions to include:
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Assist with scheduling meetings and TEAMS calls and providing support for related activities.
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Establishing and maintaining office files (both paper and electronic) and divisional and management calendars in accordance with (IAW) USCG and local command procedures.
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Acting as the Point of Contact (POC) for visitors and responding to non-technical inquiries, while directing technical calls to the appropriate individual.
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Arranging and attending division staff meetings, as needed, taking meeting minutes, and following up as needed to ensure action items are completed as scheduled.
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Participating in the Events Team to assist with ceremonies or visits at ALC, working with Protocol Specialist or the Command Secretary.
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Maintaining, updating and submitting support requests.
Other duties as assigned refers to additional tasks that are directly related to the scope of work outlined in the SOW.
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Examples include preparing reports, attending meetings, managing correspondence, or supporting related projects within the assigned division.
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All additional duties must be assigned by the designated AOR, COR, or KO, and must fall within the scope of the contract.
Maintain Personnel Information to include:
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Managing employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents.
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Providing basic information on personnel matters such as training, leave, benefits, and other job-related procedures.
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Preparing and maintaining a log of all travel and training requests for division-funded activities. Assisting with creating travel authorizations, reviewing travel claims upon receipt, and notifying employees of any required changes or corrections.
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Developing Hiring Panel Packages.
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Updating and maintaining command Divisional Rosters (Organizational Charts) by ensuring personnel information is kept current and removing personnel who leave the command.
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Managing CG-AIR Distribution lists within USCG One (CGOne).
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Ensuring that competency mapping is completed if the admin is assigned to a Technical Evaluation Team (TET).
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Adding new employees to the current Employee Notification System upon check-in.
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Maintaining Regroup rosters for assigned AOR.
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Develop and maintain databases to include:
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Designing and managing electronic document workflow.
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Assisting and working with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows in Microsoft SharePoint.
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Developing and maintaining rudimentary databases that automate manual organizational functions (i.e., document archives, phone lists, personnel assignments, spreadsheets, document and correspondence routing, and USCG Portal websites).
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Developing methods to automate recurring reports.
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Modifying existing automated systems to update functionality or correct problems.
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Preparing templates for division newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
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Preparing and distributing various reports and distilling disparate report elements into a well-organized and easily understood presentation of graphical and narrative elements.
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Publishing and maintaining reports and division material to the USCG Portal website.
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Improving organization and retrieval of office correspondence, printing labels, and batched letter production.
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Developing sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports.
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Providing administrative support and producing USCG correspondence, documents, spreadsheets, and graphics as requested for division support.
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Managing physical document archives.
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Ensuring structured tracking via the ALC eRouter.
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Ensuring that all correspondence is fully processed and filed per the division’s leadership, as well as transferring of archives to federal document repository IAW the USCG Records Management Program
Clerical Functions to include:
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Supporting office productivity by stocking and submitting purchase requests for office supplies in applicable application/system and maintaining office equipment.
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Assisting with acquiring and disposal of government furnished supplies and equipment within current USCG policies.
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Establishing orders, receiving, recording, and distributing technical publications.
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Performing scheduled and routine technical publication audits IAW applicable USCG policies.
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Maintaining division Internet/Intranet presence by uploading files to the division web site and ensuring that all materials displayed on the web are current and up to date.
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Responsible for the timely submission of heat tickets/work requests for divisional issues.
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Assisting with monitoring divisional budgets, to include building Procurement Request (PR) with information provided by government personnel.
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Responsible for the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms.
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Drafting letters, memoranda, and responding to non-technical inquiries.
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Reviewing divisional correspondence for grammatical accuracy, punctuation, format, etc., and ensuring suspense dates are met.
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Establishing, maintaining controls, and following up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents.
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Providing control of division directives ensuring the correct routing, currency and clerical accuracy of the documents.
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Reviewing outgoing mail for enclosures, dates, signatures IAW the USCG Correspondence Manual COMDTINST M5216.4 and USCG ALCINST 5216.1.
Serve as timekeeper for Government employees in GovTA, to include:
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Resolving discrepancies
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Addressing inquiries
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Managing delegate assignments, supervisor designations, and employee accounts (e.g., unlocking/resetting passwords).
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Setting and updating default schedules for employees.
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Creating and managing Work Time transactions, including entering work hours once transactions are created.
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Generating biweekly reports such as unvalidated/uncertified timecards and review leave audit reports.
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Printing weekly approved leave reports and validating timecards upon AOR request.
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Assisting with correcting timecards and adding holidays or administrative time when necessary.
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Annually update accounting data and review the Time and Attendance Summary.
Aviation Training Program Management:
- Ensuring continuity of the Aviation Training Program; Managing complex training issues; Conducting periodic reviews and revisions of current instructions; Maintaining continuity to military Operation personnel.
- Serve as liaison between training commands, Flight Examining Boards, and station personnel throughout the training process.
- Primary POC: Serving as the primary POC on training and training record/flight pay administration questions IAW COMDTINST M3710.1; Drafting and updating training records and providing guidance to personnel regarding standards and requirements to maintain ground and flight designation and qualifications
Ground Support Equipment Management:
- Developing and maintaining a mast list of all ground support equipment used by licensed miliary, civilian, and contractor personnel at CG-AIR; Providing quarterly updates of initial qualifications and expiration dates to the BOD at ALC by the 15th of March, June, September, and December each year
Training Records System:
- Creating and maintaining training records for each aircraft type; Providing updates to training software for OPS and Flight Examining Board Members
Flight Training Oversight:
- Tracking flight training requirements and currency by systematically reviewing pilot and aircrew training records for military and Operational Contract Pilots IAW COMDTINST M3710.1; Assisting the Operations Office with incoming ALC pilot requirements by providing training data and coordinating qualification courses.
Scheduling and Monitoring:
- Scheduling all training requirements IAW COMDTINST M3710.1; Monitoring pilots’ 30-day warm-up requirements and notifying members before expiration; Coordinate pilot simulator and proficiency courses with the ALC Training Coordinator
Publication and Documentation Management:
- Distributing publication updates to all ALC pilots and air crews; Assisting the Aviation Incentive Pay Administrator in managing Hazardous Duty Incentive Pay by maintaining files, records, and documentation
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Providing electronic authorization for individuals to obtain protective flight clothing.
Instruction and Policy Updates:
- Reviewing and revising ALCINSTs, syllabi, and standardization check forms as needed for approval; Developing new instructions, syllabi, and standardization check forms IAW COMDTINSTs and policies.
Maintenance Qualifications:
- Managing maintenance qualifications for military and civilian personnel; Maintaining records for pilots, aircrews, and employees (military, civilian, and contractor), including maintenance qualifications.
Personnel Training Records:
- Scheduling training requirements IAW applicable Commandant and ALCINSTs, including COMDTINST M3710.1; Receiving and transferring personnel training records.
Customer Service and Database Management:
- Assisting the Unit Training Officer (UTO) in managing and resolving customer complaints; Monitoring and maintaining databases while supporting audit teams with data requirements.
Annual Curriculum Review:
- Conducting annual reviews of legal and other applicable requirements to ensure training curriculum remains up to date. Recommending changes as necessary.
Training Requirement to include:
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This role requires the completion of online training provided at the USCG’s expense. While Contractor employees may not supervise USCG personnel, they are permitted to serve as timekeepers since this is a ministerial function involving the input of time and leave approved by the USCG employees' supervisor.
