Documentation & Administrative Specialist
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What you'll do
- Provide day-to-day administrative and documentation support to OPC PRO personnel supporting program office operations
- Prepare presentations, correspondence, spreadsheets, briefings, and reports using Government-provided templates and formats
- Capture meeting notes, action items, and task updates and distribute information to stakeholders as required
- Maintain logs, trackers, and suspense controls for incoming and outgoing correspondence and documentation packages
- Support preparation and coordination of recurring and special reports for program leadership
- Track administrative documentation through concurrent clearance and sequential approval processes
- Maintain calendars, coordinate meetings, arrange conferences, and support office scheduling activities
- Coordinate official travel arrangements using U.S. Coast Guard travel systems and maintain associated documentation
- Support coordination of data calls requiring rapid response timelines
- Assist with development and maintenance of communication products including handouts, briefing materials, and informational content
- Support planning and execution of ceremonial events such as keel layings, christenings, and commissioning activities
- Track action items and milestones associated with program events and develop status updates and POA&M tracking materials
What they're looking for
- Bachelor’s degree from an accredited institution (or four additional years of relevant experience in lieu of degree)
- Minimum of four (4) years of experience providing documentation or administrative support in an office or program environment
- Experience preparing correspondence, reports, briefings, and presentation materials using Microsoft Office applications
- Experience maintaining trackers, calendars, records, or document control logs supporting organizational operations
- Ability to research, collect, organize, and consolidate information for reporting and decision-support purposes
- Strong written and verbal communication skills
- Active DoD SECRET security clearance required.
Nice to have
- Experience supporting U.S. Coast Guard or Department of Homeland Security programs
- Familiarity with acquisition program documentation such as MSAM plans, memoranda, and agreement packages
- Experience coordinating executive correspondence or senior leadership schedules
- Experience supporting ceremonies, official events, or public-facing program activities
- Experience supporting rapid-turnaround data calls within a federal program office environment
Summarised by NextRaise from the employer’s description, which follows in full below.
Full description from employer
About Us:
Be part of a team that delivers technical excellence with integrity. Cortina Solutions is a government contractor providing high-quality professional and technical services in support of critical national missions.
Beyond our project work, Cortina is deeply committed to strengthening the communities where we live and operate. For approximately every three employees hired to support government programs, we also provide training and professional development opportunities to individuals from under-resourced communities to help them enter the professional workforce.
We are equally committed to supporting our employees through a collaborative environment, meaningful work, and opportunities for growth. Join a company that believes success includes making a lasting impact both inside and outside the workplace.
Job Description:
Cortina Solutions is seeking a Documentation & Administrative Specialist to support the U.S. Coast Guard Offshore Patrol Cutter (OPC) Program Resident Inspection Office (PRO) in Mobile, Alabama. This position provides documentation development, administrative coordination, correspondence management, and meeting support to enable effective execution of program office activities supporting ship construction oversight.
The selected candidate will assist with reporting coordination, communications products, travel support, and tracking of program documentation throughout review and approval processes within a fast-paced federal acquisition environment.
Responsibilities include:
-
- Provide day-to-day administrative and documentation support to OPC PRO personnel supporting program office operations
- Prepare presentations, correspondence, spreadsheets, briefings, and reports using Government-provided templates and formats
- Capture meeting notes, action items, and task updates and distribute information to stakeholders as required
- Maintain logs, trackers, and suspense controls for incoming and outgoing correspondence and documentation packages
- Support preparation and coordination of recurring and special reports for program leadership
- Track administrative documentation through concurrent clearance and sequential approval processes
- Maintain calendars, coordinate meetings, arrange conferences, and support office scheduling activities
- Coordinate official travel arrangements using U.S. Coast Guard travel systems and maintain associated documentation
- Support coordination of data calls requiring rapid response timelines
- Assist with development and maintenance of communication products including handouts, briefing materials, and informational content
- Support planning and execution of ceremonial events such as keel layings, christenings, and commissioning activities
- Track action items and milestones associated with program events and develop status updates and POA&M tracking materials
- Maintain administrative records and assist with monitoring compliance with documentation procedures and reporting requirements
Job Requirements:
-
- Bachelor’s degree from an accredited institution (or four additional years of relevant experience in lieu of degree)
- Minimum of four (4) years of experience providing documentation or administrative support in an office or program environment
- Experience preparing correspondence, reports, briefings, and presentation materials using Microsoft Office applications
- Experience maintaining trackers, calendars, records, or document control logs supporting organizational operations
- Ability to research, collect, organize, and consolidate information for reporting and decision-support purposes
- Strong written and verbal communication skills
- Active DoD SECRET security clearance required.
Preferred Qualifications:
-
- Experience supporting U.S. Coast Guard or Department of Homeland Security programs
- Familiarity with acquisition program documentation such as MSAM plans, memoranda, and agreement packages
- Experience coordinating executive correspondence or senior leadership schedules
- Experience supporting ceremonies, official events, or public-facing program activities
- Experience supporting rapid-turnaround data calls within a federal program office environment
Primary location: Mobile, AL
Travel: Up to 10% travel is anticipated.
Benefits:
Cortina Solutions is committed to offering comprehensive and affordable benefits to employees and their families.
-
- BCBS Medical and Dental Insurance
- VSP Vision
- Health Savings Account (HSA) Compatible Health Plan
- Flexible spending Account (FSA) and Dependent Care Reimbursement
- Company-paid Life Insurance
- Company-paid Short and Long Term Disability Insurance
- Voluntary Term Life Insurance
- Matching 401(k) Plan
- Flexible PTO
- Paid Maternity and Paternity Leave
- Federal Holidays
- Company Match on Employee Non-Profit Donations
- Professional Development
Background Check Requirement: As our team members work on government sites, all potential candidates are subject to a background screening that fully complies with the Fair Credit Reporting Act.
This position is contingent on contract award.
Company
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