Administrative Assistant III - DOE Office of Science

Aleut Federal•Germantown, MD

13d•Onsite

About The Position

Contractor shall provide administrative services support associated with the U.S. Department of Energy, Office of Science, Office of Information Management (OIM). The contractor shall also provide backup administrative support as necessary to the Deputy Director for Field Operations.

Requirements

High school diploma or GED
3–5 years of administrative support experience, with a preference for supporting executive leadership teams
Strong written and verbal communication abilities with a professional, polished style
Proficient in computer systems, including Microsoft Office (Word, PowerPoint, Excel, Outlook), database tools, and document control systems
Skilled at prioritizing tasks, managing multiple responsibilities, and meeting deadlines
Familiar with standard office equipment such as fax machines, copiers, scanners, and shredders
Outstanding interpersonal and communication skills
Highly organized with strong attention to detail
Capable of working effectively both independently and as part of a team
Advanced critical thinking and analytical skills, with the ability to evaluate complex information and develop strategic, solution-oriented recommendations
Highly developed interpersonal and communication skills, fostering effective collaboration across diverse teams and organizational levels
Demonstrated ability to build and maintain strong working relationships with internal stakeholders, clients, and external partners
Exceptional organizational and project management capabilities, with a focus on prioritization, efficiency, and achieving high-impact outcomes
Strong adaptability and resilience, effectively navigating shifting priorities and dynamic work environments.

Nice To Haves

Advanced education in Business Administration, Human Resources, or a related field is preferred

Responsibilities

Implementation of administrative policies.
Receiving visitors
Answering telephones - taking telephone messages
Scheduling and supporting meetings/video conferencing
Maintaining calendars – scheduling appointments
Providing Travel Support that includes: utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging, and transportation reservations), and preparing travel authorizations and vouchers.
Coordinating, distributing, scanning, and filing copies of completed correspondence
Draft and route correspondence as requested
Providing administrative support to mission projects, PAMS (Portfolio Analysis and Management System), and BEFAST (Budget Execution Formulation Analysis Support Tool).
Scheduling PAMS and BEFAST meetings with OIM staff, contractor employees, and the functional working group
Scheduling PAMS and BEFAST training and User Acceptance Testing
Maintaining the PAMS Functional Working Group Leads’ calendar
Completing the necessary paperwork to get contractors’ badges
Requires knowledge and use of Microsoft Office Suite, SharePoint, Skype for Business and Teams, and other DOE administrative systems, e.g., Zoom, as required.