Administrative Specialist II: DOE Facilities and Project Division

Aleut Federal•Germantown, MD

About The Position

The contractor will be responsible for processing and providing administrative support services to the Director, Facilities, Operations, and Projects division (FOPD) as well as supporting administrative tasks for the Research division and FES Associate Director on an ad hoc basis. The duties require a high level of proficiency in time management and coordination of multiple tasks.

Requirements

High school diploma or GED
2-3 years of relevant Administrative Support experience
Polished verbal and written communication skills
Ability to use computer systems, Microsoft Office software (Word, PowerPoint, Excel, Outlook)
Ability to prioritize, multitask, and meet deadlines
Knowledge of record management best practices and procedures
Strong written and verbal communication skills with the capability of facilitating, briefing, speaking, and writing compelling papers/products.
Exceptional organizational skills, ability to manage multiple concurrent tasks.
Ability to work cooperatively, collaboratively, and respectfully with people inside and outside the organization to achieve mission goals.
Proficiency in Microsoft Office Suite
Knowledge of, or training in, other Office of Science and DOE information systems (e.g., FTMS, SMART, ATTAPs)

Nice To Haves

An associate's degree
Experience in supporting a team of Executive Leadership

Responsibilities

Provide administrative services support associated with the U.S. Department of Energy, Office of Science, Office of Fusion Energy Sciences.
Manage FOPD Director Outlook calendar, including scheduling meetings, accepting meeting requests, confirming availability, leave, and travel, with interactions involving high-level DOE federal and laboratory senior management, and international partners.
Implement administrative duties consistent with SC policies and practices.
Ensure FOPD enters pay period time and leave in the Automated Time, Attendance and Production System (ATAAPS), verify approved leave is properly entered and accounted for, and request certification from the FOPD Director.
Prepare and route correspondence as requested by the FOPD Director or FOPD staff, and when required, enter all formal correspondence packages into the Science Management Action and Record Tracking (SMART) system for tracking and processing correspondence status.
Coordinate and schedule Zoom and Teams tele-videoconferencing meeting requests, including coordination with other DOE or other governmental organizations and international partners.
Prepare (domestic and international) travel authorizations and vouchers in the Concur travel management software system for the FOPD Director and FOPD staff.
Prepare and monitor international travel requirements through the DOE Foreign Travel Management System (FTMS), including resolving travel issues and closing out trips in FTMS.
Ensure international travel documents are completed, including requests for visas, passports, and international IT equipment for the FOPD Director or FOPD staff.
Maintain and utilize the FOPD filing system for access, storage, and retrieval of records/files from the SC electronic file system, and navigate the SC/FES SharePoint portals to add, delete, and update information.
Pick up mail, conference room keys, Federal Express, and courier packages.
Answer telephone calls to the FOPD Director and take messages.
Utilize Microsoft Office Suite and knowledge of, or training in, other Office of Science and DOE information systems (e.g., FTMS, SMART, ATTAPs).