Administrative Specialist - United States Coast Guard (USCG) Directorate of International Affairs

AMSG is seeking a Administrative Specialist with Security Cooperation Program experience to support an opportunity we are pursuing with the Department of Homeland Security (DHS) United States Coast Guard (USCG) Directorate of International Affairs and Foreign Policy.  This is a Contingent Hire position.

AMSG supports a variety of Department of Defense (DoD), Department of Veterans Affairs (VA), Defense Health Agency (DHA), Department of Homeland Security (DHS) and the Federal Trade Commission (FTC) programs.  We invest in our values (Competence, Courage, Compassion), our experts, and our teams and AMSG takes pride in our great work environment and highly motivated company.  We offer a competitive benefits package (medical, dental, vision, flexible paid time off, referral bonuses) and numerous training opportunities for professional development and growth.

Apply today and join our team of talented professionals!

Education: Bachelor’s or higher

Years of Experience: Minimum 3 years of administrative experience supporting DOD

Clearance Required: Security clearance

Citizenship: US

Job Type:  Full Time, Monday through Friday 8am – 4:30pm

Period of Performance: August 2025 – July 2030

Place of Performance: USCG Headquarters Building, 2703 Martin Luther King JR Ave SE Washington, DC 20593.

Required: Experience with CG Portal intranet site, Direct Access (The USCG Personnel Management System), CG Portal PAAF database

Scope:  The Directorate of International Affairs and Foreign Policy (DCO-I) is responsible for advising, informing and assisting the Commandant on strategies, foreign policy matters, and the general impact of USCG programs and operations on U.S. international affairs. DCO-I coordinates all aspects of USCG international affairs activities including the managing and executing the USCG passport and visa issuance program, negotiating agreements, participating in international organizations, training foreign personnel through the United States Government Security Cooperation Training and Education Program, arranging visits by foreign officials, providing technical assistance to foreign governments, and monitoring of USCG personnel foreign travel.

Responsibilities: The Candidate will work and coordinate as a supporting member by providing administrative support services to CG-DCO-I-1 Passport Division, Executive Agent for Passport and Passport Agent Services within the USCG, in support of all program activities.

Duties include, but are not limited to the following:

• Assist travelers and dependents with completing special issuance application process for official, diplomatic, service, and no-fee regular passports.
• Submit and transport special issuance passport applications to Department of State (DoS) for processing and issuance.
• Track and record all special issuance passport application transaction information (electronic receipt, physical receipt, sent to DoS SIA, suspension or other comments, retrieved form DoS SIA, via CG Portal intranet site.
• Enter special issuance passport information into Direct Access (The USCG Personnel Management System).
• Send newly issued special issuance passports to unit (Passport Application Acceptance Facility (PAAF)), Passport Acceptance Agent (PAA), or to travelers directly (if PAAF or PAA not established or exigent circumstances warrant).
• Maintain and secure special issuance passports, in accordance with applicable Sensitive but Unclassified (SBU) handling procedures.
• Facilitate Cancellation and Return or Destruction of special issuance passports to DoS Special Issuance Agency (SIA).
• Assist official travelers and eligible dependents with the visa application process.
• Deliver completed visa applications for official travelers to foreign embassies or consulates for processing and issuance.
• Track all visa transactions and communications (electronic form receipt, physical receipt, request of accompany letter from DoS SIA, taken to embassy, retrieved from embassy, sent to traveler, application suspended and appropriate comments) via CG Portal intranet site.
• Send special issuance passports with newly issued visas to the unit PAAF, PAA, or traveler directly via the prescribed method.
• Coordinate required PAAF training with DoS SIA for USCG personnel, including logistical arrangements, printing of material, reviewing member training requests for completeness, forwarding properly completed packages to DoS SIA, informing USCG attendees of appropriate information.
• Administratively assist in the USCG PAAF program in reviewing applications, nominations, annual verifications, and closure requests and/or forms for completeness.
• Review current and prospective USCG PAAF paperwork against CG Portal database and update accordingly.
• Track, via CG Portal, PAAF and PAA identification numbers as assigned by DoS SIA and ensure currency of data.
• Assign a distribution email address upon DoS SIA issuance of a PAAF identification number and update CG Portal PAAF database with requisite information.
• Review, forward, and archive (via CG Portal and shared email) communications between DoS SIA Office of Acceptance Facility Oversight (AFO) to appropriate parties, to include prospective inspections and inspection results.
• Provide DoS AFO with a PAAF point of contact, per CG Portal PAAF database, upon notice of intention to inspect.
• Forward and archive passport information, materials, forms, or other communication sent by DoS SIA, DoS AFO, PAAF, or PAA to the appropriate recipient.
• Support the Passport Application Acceptance Facility program by organically reviewing training material for accuracy, consistency, and effectiveness as DoS SIA and USCG continue to blend and adapt processes.
• Maintain CG Portal lists, data integrity, and structure to validate DoS SIA quarterly reimbursement information and maintain compliance with USCG & DHS privacy requirements.