Administrative Specialist II: DOE Fusion Energy Services

Aleut Federal•Germantown, MD

About The Position

The contractor will be responsible for processing and providing administrative support services to the Director, Research Division (RD), and RD staff, as well as supporting administrative tasks for the Facilities, Operations, Projects (FOPS) 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.

Nice To Haves

An associate's degree
Experience in supporting a team of Executive Leadership
Knowledge of, or training in, other Office of Science and DOE information systems (e.g., FTMS, SMART, ATTAPs)

Responsibilities

Provide administrative services support associated with the U.S. Department of Energy, Office of Science, Office of Fusion Energy Sciences.
Manage RD 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 RD enters pay period time and leave in the Automated Time, Attendance and Production System (ATAAPS), verify approved leave, and request certification from the RD Director.
Prepare and route correspondence as requested by RD Director and RD staff, and enter formal correspondence packages into the Science Management Action and Record Tracking (SMART) system for processing, monitoring status, and tracking through completion.
Coordinate and schedule Zoom and Teams tele-videoconferencing meeting requests, coordinating with other DOE or governmental organizations and international partners.
Prepare domestic and international travel authorizations and vouchers in the Concur travel management software system for the RD Director and RD staff.
Prepare and monitor international travel requirements through the DOE Foreign Travel Management System (FTMS), resolving travel issues and closing out trips.
Ensure international travel documents are completed, including requests for Visas, Passports, and requesting international IT equipment.
Maintain and utilize the RD 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.
Provide Data Entry support and answer data call requests for various RD tasks/processes using MS Office Suite applications.
Maintain and order office supplies for FES.
Pick up and deliver mail, conference room keys, Federal Express, and courier packages for FES.
Answer telephone calls to the RD Director and/or RD staff, and take messages.
Process visitor requests using eDOCS ENGAGE and FACTS Systems, meeting FES visitors, and serving as an escort if necessary.
Prepare/assemble presentation materials for RD Director and/or RD staff.
Track the progression of review statuses and due dates using ePerformance, make edits, create plans, and serve as a proxy for the RD Director if needed.
This position requires proficiency in Microsoft Office Suite and knowledge of, or training in, other Office of Science and DOE information systems (e.g., FTMS, SMART, ATTAPs).