Administrative Program Specialist

MELE Associates, Inc.•FORT SMITH, AR

2d•Onsite

About The Position

This is a full-time onsite position in Fort Smith, Arkansas. The Administrative Program Specialist will handle a wide range of administrative tasks supporting LPMB operations, including general office and clerical duties. The role involves HR assistant duties such as in-processing and out-processing employees, maintaining employee files with privacy controls, and managing the Logistics Support Site (LSS) access control and badging program. The specialist will also learn and assist with the Light Credentialing system, prepare background documents and outgoing correspondence, assist logistics contractors with time and attendance and TDY travel, and perform records management functions in accordance with DOE and OST policies. This position serves as the primary backup to the Logistics Acquisition Specialist and requires maintaining Logistics QTS and skill set databases. The role involves identifying, planning, and prioritizing tasks, managing time effectively, and remaining flexible, proactive, resourceful, and efficient. Additionally, the specialist will provide breakdowns of contractor support personnel expenses, document and report costs of consumed materials during events, support the escort and oversight of non-OST visitors, submit contract-related travel requests, and arrange lodging accommodations.

Requirements

High school diploma or equivalent, associate degree or higher preferred.
A minimum of 3 years on-the-job experience in a related position performing administrative duties.
Ability to obtain and maintain an appropriate DOE security clearance.
Ability to work flexible hours to accommodate the training schedule.
Ability to travel for training and other OST business.
Excellent oral and written communication skills.
Excellent organizational skills and ability to multi-task.
Proficient in Microsoft Office Suite including advanced word processing using Microsoft Word, as well as, Excel, Power Point, Outlook and the HSPD 12 system.
Willingness to work directly with customers in an environment that changes rapidly, and requires occasional long hours.
Must be self-motivated and have the ability to work independently.
Strong analytical and technical writing skills.
Strong interpersonal skills and the ability to plan and interact with support personnel.

Nice To Haves

Bachelor's degree
DOE Q/DOD TS clearance

Responsibilities

Handle a wide range of administrative tasks supporting LPMB operations.
Provide general office and clerical duties in direct support of the LPMB activities.
Perform HR assistant duties to include in-processing and out-processing of employees and maintaining local employee files with appropriate privacy controls.
Manage the Logistics Support Site (LSS) access control and badging program.
Learn and assist with the Light Credentialing system for federal and contractor personnel.
Prepare background documents and outgoing correspondence as necessary.to include Contract Driver’s files, medical checks, security clearance processing, and Drug and Alcohol testing programs.
Assist Logistics contractors with time and attendance (time keeping) and Temporary Duty (TDY) travel arrangements.
Performs records management functions to accurately maintain files in accordance with the Department of Energy (DOE) and Office Secure Transportation (OST) records management and PII policies and procedures.
Serve as the primary backup to the Logistics Acquisition Specialist.
Accomplishing tasks and assignments in a professional and timely manner; keeping appropriate members informed regarding the status of tasks and assignments.
Maintains the Logistics QTS and skill set databases and other internal training documentations for the Logistics section.
Identifying tasks/assignments to be completed; planning and ranking tasks/assignments in order of importance/priority; developing and following a schedule; managing time effectively.
Remain flexible, proactive, resourceful, and efficient, with a high level of professionalism.
Provide a breakdown of contractor support personnel by role, including associated regular and overtime expenses charged to OST.
Document all materials used during the event (including munitions) and report the cost of consumed items.
Support the escort and oversight of non-OST visitors, including badge issuance and accountability, in compliance with Facility Security Plans.
Submit all contract-related travel requests in advance to the COR/ACOR and ensure compliance with FTR and OST policies.
Arrange lodging accommodations for supporting personnel during STSs, as needed.