Documentation & Administrative Specialist

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  "list_job": {
    "id": "305",
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    "location": {
      "city": "Mobile",
      "state": "Alabama"
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    "jobOpeningName": "Documentation & Administrative Specialist",
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  "detail_job_opening": {
    "location": {
      "city": "Mobile",
      "state": "Alabama",
      "postalCode": "36602",
      "addressCountry": "United States"
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    "datePosted": "2026-04-14",
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    "description": "<p><span style=\"font-size: 12pt; font-weight: bold\">About Us:</span></p>\n<p><span style=\"font-size: 12pt\">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.</span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt\">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.</span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt\">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.</span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Job Description: </span></p>\n<p><span style=\"font-size: 12pt\">Cortina Solutions is seeking a <span style=\"font-weight: bold\">Documentation &amp; Administrative Specialist</span> 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.</span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt\">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.</span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Responsibilities include:</span></p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><span style=\"font-size: 12pt\">Provide day-to-day administrative and documentation support to OPC PRO personnel supporting program office operations </span></li>\n<li><span style=\"font-size: 12pt\">Prepare presentations, correspondence, spreadsheets, briefings, and reports using Government-provided templates and formats </span></li>\n<li><span style=\"font-size: 12pt\">Capture meeting notes, action items, and task updates and distribute information to stakeholders as required </span></li>\n<li><span style=\"font-size: 12pt\">Maintain logs, trackers, and suspense controls for incoming and outgoing correspondence and documentation packages </span></li>\n<li><span style=\"font-size: 12pt\">Support preparation and coordination of recurring and special reports for program leadership </span></li>\n<li><span style=\"font-size: 12pt\">Track administrative documentation through concurrent clearance and sequential approval processes </span></li>\n<li><span style=\"font-size: 12pt\">Maintain calendars, coordinate meetings, arrange conferences, and support office scheduling activities </span></li>\n<li><span style=\"font-size: 12pt\">Coordinate official travel arrangements using U.S. Coast Guard travel systems and maintain associated documentation </span></li>\n<li><span style=\"font-size: 12pt\">Support coordination of data calls requiring rapid response timelines </span></li>\n<li><span style=\"font-size: 12pt\">Assist with development and maintenance of communication products including handouts, briefing materials, and informational content </span></li>\n<li><span style=\"font-size: 12pt\">Support planning and execution of ceremonial events such as keel layings, christenings, and commissioning activities </span></li>\n<li><span style=\"font-size: 12pt\">Track action items and milestones associated with program events and develop status updates and POA&amp;M tracking materials </span></li>\n<li><span style=\"font-size: 12pt\">Maintain administrative records and assist with monitoring compliance with documentation procedures and reporting requirements</span></li>\n</ul>\n</li>\n</ul>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Job Requirements: ​</span></p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><span style=\"font-size: 12pt\">Bachelor’s degree from an accredited institution (or four additional years of relevant experience in lieu of degree) </span></li>\n<li><span style=\"font-size: 12pt\">Minimum of four (4) years of experience providing documentation or administrative support in an office or program environment </span></li>\n<li><span style=\"font-size: 12pt\">Experience preparing correspondence, reports, briefings, and presentation materials using Microsoft Office applications </span></li>\n<li><span style=\"font-size: 12pt\">Experience maintaining trackers, calendars, records, or document control logs supporting organizational operations </span></li>\n<li><span style=\"font-size: 12pt\">Ability to research, collect, organize, and consolidate information for reporting and decision-support purposes </span></li>\n<li><span style=\"font-size: 12pt\">Strong written and verbal communication skills</span></li>\n<li><span style=\"font-size: 12pt\">Ability to obtain and maintain a DoD SECRET security clearance</span></li>\n<li><span style=\"font-size: 12pt; font-weight: bold\">U.S. CITIZENSHIP REQUIRED</span></li>\n</ul>\n</li>\n</ul>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Preferred Qualifications:</span></p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><span style=\"font-size: 12pt\">Experience supporting U.S. Coast Guard or Department of Homeland Security programs </span></li>\n<li><span style=\"font-size: 12pt\">Familiarity with acquisition program documentation such as MSAM plans, memoranda, and agreement packages </span></li>\n<li><span style=\"font-size: 12pt\">Experience coordinating executive correspondence or senior leadership schedules </span></li>\n<li><span style=\"font-size: 12pt\">Experience supporting ceremonies, official events, or public-facing program activities </span></li>\n<li><span style=\"font-size: 12pt\">Experience supporting rapid-turnaround data calls within a federal program office environment</span></li>\n</ul>\n</li>\n</ul>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Primary location: Mobile, AL</span></p>\n<p><span style=\"font-size: 12pt\"><br></span></p>\n<p><span style=\"font-size: 12pt\"><span style=\"font-size: 12pt; font-weight: bold\">Travel: <span style=\"color: rgb(43, 51, 58); font-weight: bold\">Up to 10% travel is anticipated.</span></span></span></p>\n<p><span style=\"font-size: 12pt\"><br></span></p>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Benefits</span>: </span></p>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Cortina Solutions is committed to offering comprehensive and affordable benefits to employees and their families.</span> </span></p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">BCBS Medical and Dental Insurance </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">VSP Vision </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Health Savings Account (HSA) Compatible Health Plan</span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Flexible spending Account (FSA) and Dependent Care Reimbursement </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Company-paid Life Insurance </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Company-paid Short and Long Term Disability Insurance </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Voluntary Term Life Insurance </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Matching 401(k) Plan </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Flexible PTO </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Paid Maternity and Paternity Leave</span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Federal Holidays </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Company Match on Employee Non-Profit Donations </span></li>\n<li><span style=\"font-family: Inter; font-size: 12.0pt\">Professional Development </span></li>\n</ul>\n</li>\n</ul>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt\"><span style=\"font-weight: bold\">Background Check Requirement:</span> 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.</span></p>\n<p><span style=\"font-size: 12pt\">This position is contingent on contract award.</span></p>",
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    "jobOpeningShareUrl": "https://cortina.bamboohr.com/careers/305",
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