Overview
Administrative Specialist Jobs in Somerset, KY at Commonwealth of Kentucky
Job Overview:
We are seeking a detail-oriented and experienced Administrative Assistant to join our team. This position will be supporting the United States Coast Guard (USCG) Recruiting Command (CGRC) Recruiting Office.
“This job is a civilian position and does not require military service (including commission and enlistment).”
The ideal candidate will be responsible for overseeing optional activities, ensuring efficiency, and maintaining high-quality standards within the organization.
THIS IS A TEMPORARY POSITION for 5 months from February 2025-July 2025
ROAA Job Responsibilities includes but are not limited to:
Recruiting Office Operations Support
·Answering, directing, tracking, and reporting incoming phone calls
Developing and maintaining the Recruiting Office schedule using Microsoft Outlook or the applicable enterprise solution
Drafting, organizing, and tracking routine correspondence IAW USCG policies
Maintaining the Recruiting Office reference library
Maintaining unit correspondence files
Placing, tracking, and reporting status of purchase requests for recruiting office supplies
Maintaining a file management system in compliance within federal, USCG, and unit policies under the guidance of the Recruiter in Charge (RIC)
Tracking and reporting office compliance with Government Property/ Vehicle programs
Tracking and executing office mailings
Serving as office space liaison for building lease/maintenance
Utilizing recruiting lead software
Office Performance Management Support
Tracking and reporting each applicant’s progress through recruiting and accession process
Tracking and reporting recruiter performance, recruiter training, and Military Entrance Processing Station (MEPS) performance metrics
Compiling and providing office performance metrics to CGRC and Headquarters personnel
Track, process, and submit Scout Talent and Refer (STAR) program recruiting incentive packages
Administrative Support
Completing, routing, tracking, and reporting status of Local Marketing Support Forms and approvals
Processing, tracking and reporting status of candidate’s background investigations per references including but not limited to I-9, Employment Eligibility Verification forms, and the electronic questionnaires for investigation process (eQIP) process
Scheduling the Armed Services Vocational Aptitude Battery (ASVAB) testing and MEPS appointments
Booking travel arrangements for candidates per policy
Drafting, submitting, tracking, and reporting status of waiver packages
Information Technology Support
Managing Microsoft Outlook calendars
Managing / monitoring Outlook distribution groups and shared mailboxes
Developing, updating, and maintaining the Recruiting Office Microsoft TEAMS site(s) under guidance of the RIC
Sharing documents on Microsoft TEAMS
Organizing files on Microsoft TEAMS
Operating and reporting information from current lead management/accession software solution (Gangway)
Communications Support
Researching, creating, and maintaining outreach, centers of influence (COI), and distribution lists
Developing communication flyers, posters, and other artifacts
Supporting local, regional, and national recruiting events administrative requirements
Posting, monitoring, and reporting on Recruiting Office’s social media sites
Requirements:
Associate’s degree in business administration or related field
3+ years of experience in administrative, clerical and organizational skills. The education requirement may be waived if the relevant experience is directly connected to Government experience.
Proficiency in Microsoft 365 Suite of products, Apps, and services, including, but not limited to Word, Excel, PowerPoint, Access, and Adobe Forms.
Strong organizational skills with the ability to prioritize tasks effectively
Excellent data entry skills with attention to detail
Familiarity with basic math principles for analyzing operational metrics
Ability to work independently and as part of a team to achieve operational goals
*Analytic Acquisitions, LLC. is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
If you are a motivated professional with a passion for optimizing operations, we encourage you to apply for this exciting opportunity as an Administrative Assistant.
Job Types: Full-time, Contract, Temporary
Pay: $4,000.00 per month
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Education:
Associate (Required)
Experience:
Microsoft Excel: 2 years (Required)
Ability to Commute:
Portland, ME 04102 (Required)
Work Location: In person
Title: Administrative Specialist
Company: Commonwealth of Kentucky
Location: Somerset, KY
