JP Logistics & Consulting, LLC (JPLC) is looking for a full-time Administrative Assistant (OPS Division) to support the United States Coast Guard (USCG).

Salary: $ 27.94 per hour

Start Date: August 6, 2026

Place of Performance: Elizabeth City, NC

Hours of Operation: 08:00 AM to 5:00 PM, five days per week, Monday through Friday, except observed Federal holidays.

Duties and Responsibilities:

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. This is accomplished by 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. The employee shall provide Administrative Assistant support to the respective division as follows, which may not be all-inclusive. The OPS Division is responsible for maintaining aviation-specific training records for personnel employed/assigned to the ALC. Maintaining those records requires systematic administration and strict attention to detail to ensure timely compliance with USCG regulations. Additional applicable responsibilities may be assigned as needed.

The Administrative Assistant for the OPS Division will perform all the duties in Section 3.3.1 as well as the following:

Duties include, but are not limited to:

• Provide receptionist support and accomplish the clerical and administrative functions to include:
• Assist with scheduling meetings and TEAMS calls and providing support for related activities.
• Establishing and maintaining office files (both paper and electronic) and divisional and management calendars in accordance with (IAW) USCG and local command procedures.
• Acting as the Point of Contact (POC) for visitors and responding to non-technical inquiries, while directing technical calls to the appropriate individual.
• Arranging and attending division staff meetings, as needed, taking meeting minutes, and following up as needed to ensure action items are completed as scheduled.
• Participating in the Events Team to assist with ceremonies or visits at ALC, working with the Protocol Specialist or the Command Secretary.
• Maintaining, updating, and submitting support requests.
• Other duties as assigned refer to additional tasks that are directly related to the scope of work outlined in the SOW.

o Examples include preparing reports, attending meetings, managing correspondence, or supporting related projects within the assigned division.

o 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:
• Managing employee records, accident reports, performance appraisals, job descriptions, and other personnel-related documents.
• Providing basic information on personnel matters such as training, leave, benefits, and other job-related procedures.
• 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.
• Developing Hiring Panel Packages.
• Updating and maintaining command Divisional Rosters (Organizational Charts) by ensuring personnel information is kept current and removing personnel who leave the command.
• Managing CG-AIR Distribution lists within USCG One (CGOne).
• Ensuring that competency mapping is completed if the admin is assigned to a Technical Evaluation Team (TET).
• Adding new employees to the current Employee Notification System upon check-in.
• Maintaining Regroup rosters for assigned AOR.
• Develop and maintain databases to include:
• Designing and managing electronic document workflow.
• Assisting and working with the SharePoint Developer/Administrator to transition and manage division correspondence and workflows in Microsoft SharePoint.
• 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).
• Developing methods to automate recurring reports.
• Modifying existing automated systems to update functionality or correct problems.
• Preparing templates for division newsletters, brochures, reports, and briefings utilizing Microsoft Publisher.
• Preparing and distributing various reports and distilling disparate report elements into a well-organized and easily understood presentation of graphical and narrative elements.
• Publishing and maintaining reports and division material to the USCG Portal website.
• Improving organization and retrieval of office correspondence, printing labels, and batched letter production.
• Developing sequencing for spreadsheets and databases to automatically update, revise, calculate, and retrieve information for organizational reports.
• Providing administrative support and producing USCG correspondence, documents, spreadsheets, and graphics as requested for division support.
• Managing physical document archives.
• Ensuring structured tracking via the ALC eRouter.
• Ensuring that all correspondence is fully processed and filed per the division’s leadership, as well as transferring archives to federal document repository IAW the USCG Records Management Program.
• Clerical Functions to include:
• Supporting office productivity by stocking and submitting purchase requests for office supplies in applicable application/system and maintaining office equipment.
• Assisting with the acquisition and disposal of government furnished supplies and equipment within current USCG policies.
• Establishing orders, receiving, recording, and distributing technical publications.
• Performing scheduled and routine technical publication audits IAW applicable USCG policies.
• Maintaining division Internet/Intranet presence by uploading files to the division website and ensuring that all materials displayed on the web are current and up to date.
• Responsible for the timely submission of heat tickets/work requests for divisional issues.
• Assisting with monitoring divisional budgets, including building Procurement Requests (PR) with information provided by government personnel.
• Responsible for the upkeep, organization, and cleanliness of the administrative office area, supply cabinets, copy area, and conference rooms.
• Drafting letters, memoranda, and responding to non-technical inquiries.
• Reviewing divisional correspondence for grammatical accuracy, punctuation, format, etc., and ensuring suspense dates are met.
• Establishing, maintaining controls, and following up to ensure timely accomplishment, distribution, submission, and review of correspondence, reports, and other documents.
• Providing control of division directives ensuring the correct routing, currency, and clerical accuracy of the documents.
• 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:
• Resolving discrepancies.
• Addressing inquiries.
• Managing delegate assignments, supervisor designations, and employee accounts (e.g., unlocking/resetting passwords).
• Setting and updating default schedules for employees.
• Creating and managing Work-Time transactions, including entering work hours once transactions are created.
• Generating biweekly reports such as unvalidated/uncertified timecards and review leave audit reports.
• Printing weekly approved leave reports and validating timecards upon AOR request.
• Assisting with correcting timecards and adding holidays or administrative time when necessary.
• Annually update accounting data and review the Time and Attendance Summary.
• Training Requirement to include:
• This role requires the completion of online training provided at 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.
• Aviation Training Program Management:

o Ensuring continuity of the Aviation Training Program.

o Managing complex training issues.

o Conducting periodic reviews and revisions of current instructions.

o Maintaining continuity to military Operation personnel.

• Training Liaison:

o Serve as liaison between training commands, Flight Examining Boards, and station personnel throughout the training process.

• Primary POC:

o Serving as the primary POC on training and training record/flight pay administration questions IAW COMDTINST M3710.1.

o 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:

o Developing and maintaining a mast list of all ground support equipment used by licensed military, civilian, and contractor personnel at CG-AIR.

o 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:

o Creating and maintaining training records for each aircraft type.

o Providing updates to training software for OPS and Flight Examining Board Members.

• Flight Training Oversight:

o Tracking flight training requirements and currency by systematically reviewing pilot and aircrew training records for military and Operational Contract Pilots IAW COMDTINST M3710.1.

o Assisting the Operations Office with incoming ALC pilot requirements by providing training data and coordinating qualification courses.

• Scheduling and Monitoring:

o Scheduling all training requirements IAW COMDTINST M3710.1.

o Monitoring pilots’ 30-day warm-up requirements and notifying members before expiration.

o Coordinate pilot simulator and proficiency courses with the ALC Training Coordinator.

• Publication and Documentation Management:

o Distributing publication updates to all ALC pilots and air crews.

o Assisting the Aviation Incentive Pay Administrator in managing Hazardous Duty Incentive Pay by maintaining files, records, and documentation.

o Providing electronic authorization for individuals to obtain protective flight clothing.

• Instruction and Policy Updates:

o Reviewing and revising ALCINSTs, syllabi, and standardization check forms as needed for approval.

o Developing new instructions, syllabi, and standardization check forms IAW COMDTINSTs and policies.

• Maintenance Qualifications:

o Managing maintenance qualifications for military and civilian personnel.

o Maintaining records for pilots, aircrews, and employees (military, civilian, and contractor), including maintenance qualifications.

• Personnel Training Records:

o Scheduling training requirements IAW applicable Commandant and ALCINSTs, including COMDTINST M3710.1.

o Receiving and transferring personnel training records.

• Customer Service and Database Management:

o Assisting the Unit Training Officer (UTO) in managing and resolving customer complaints.

o Monitoring and maintaining databases while supporting audit teams with data requirements.

• Annual Curriculum Review:

o Conducting annual reviews of legal and other applicable requirements to ensure the training curriculum remains up to date.

o Recommending changes as necessary.

Knowledge, Skills, and Abilities:

• Proficiency in the Microsoft Office Suite, including but not limited to Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and knowledge of Microsoft SharePoint, Microsoft Publisher, Microsoft Teams, and Adobe Acrobat Professional.
• Excellent interpersonal, written, and oral communication skills.
• Strong analytical, problem-solving, organizational, grammar, and planning skills.
• Ability to prioritize, organize, and manage tasks in a multitasking environment.
• Ability to commit and maintain the highest level of confidentiality. (Note: Any breach in confidentiality will result in the USCG requiring the replacement of the individual in this position.)
• Perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraints.
• Physical requirements may include stooping, reaching, standing, walking, and/or sitting for extended periods of time; pushing and/or pulling objects weighing up to thirty (30) pounds; and lifting and carrying objects weighing up to twenty (20) pounds.
• Frequent activities may involve climbing stairs, kneeling, and/or crouching to retrieve files and other items.
• Ability to perform normal administrative functions.
• Ability to speak in front of large groups.
• Ability to produce formal documents and reports.
• Familiar with the following instructions:

o COMDTINST M5216.4

o COMDTINST M3710.1

o COMDTINST M13020.1

o COMDTINST M7220.29

o ALCINST 13020.1

o ALCINST 3710.1

o ALCINST 5224.4

Highly Desired Qualifications:

• At least one (1) year of experience in USCG procedures to include USCG aeronautical practices as defined in COMDTINST 13020.1.
• Microsoft Certified Solutions Expert certification for Microsoft SharePoint 2010 or newer.

Qualifications:

• At least two (2) years’ experience in USCG procedures, to include USCG aeronautical practices as defined in COMDTINST M13020.1, utilizing ALMIS.
• Demonstrated experience with ALMIS reports.
• Ability to perform normal administrative functions.
• Ability to speak in front of large groups.
• Ability to produce formal documents and reports.
• Familiar with the following instructions:

o COMDTINST M5216.4

o COMDTINST M3710.1

o COMDTINST M13020.1

o COMDTINST M7220.29

o ALCINST 13020.1

o ALCINST 3710.1

o ALCINST 5224.4

Requirements:

• Be a citizen of the U.S.
• Possess the ability to read, write, speak, and comprehend English.
• Possess excellent written and verbal communication skills.
• Possess knowledge and ability to perform simple arithmetic.
• Possess knowledge of Microsoft Office applications.
• Possess excellent ability to manage multiple tasks with competing deadlines.
• Possess the ability to work with minimal Government oversight.

Highly Desirable Qualifications for All Personnel:

One (1) year of experience in USCG procedures to include proficiency in using:

• Aviation Logistics Management Information System (ALMIS).
• Asset Maintenance Management Information System (AMMIS).

Benefits: 

Medical, Dental, and Vision Coverage

Short-Term and Long-Term Disability

Life Insurance

11 paid Federal Holidays

Vacation

Sick Pay

401k