Administrative Specialist II - DOE Argonne Site Office/SC-CH Office of the Manager

Aleut Career•Batavia, IL

21h•Onsite

About The Position

This position will support senior-level staff in the SC-CH Office of the Manager and other organizations. This position is responsible for accurate data entry and retrieval; coordination, distribution, and filing of correspondence; answering phones and taking messages; maintaining calendars; maintaining files in accordance with DOE directives; and providing timely mail distribution and shipping services. They are also responsible for utilizing AdTrav and Concur automated travel management systems to make travel arrangements and prepare authorizations and vouchers. Position might also be responsible for entering time and attendance data into ATAAPS. The individual shall have experience in the operation of personal computers and the Microsoft Office Suite. This position may also fulfill other data entry, secretarial services, and records management duties as assigned.

Requirements

High school diploma or GED is required.
2-3 years of relevant Administrative Support.
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 is preferred.
Experience in supporting a team of Executive Leadership is preferred.

Responsibilities

Providing timely and accurate data entry, data analysis, retrieval, and word processing services.
Preparation of documents, presentations, and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint, and Excel
Receiving visitors
Answering phones and taking messages
Scheduling and supporting meetings/video conferences
Making appointments
Mail handling
Providing travel support that includes: utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging, and transportation reservations), preparing travel authorizations and vouchers, applying appropriate funding strings/budget authorization codes
Coordinating, distributing, and filing copies of completed correspondence
Reviewing files and records and preparing them for retirement/inactive storage
Maintaining files and providing records management in accordance with DOE directives.
Program analysis: Provides assistance in conducting studies and analysis to improve the effectiveness and efficiency of administrative operations
Identifies actual or potential problems, trends, significant management or program deficiencies, and areas of imbalance.
Recommends corrective measures/actions to Federal managers and supervisors
Evaluates current administrative practices and operating procedures to ensure new and changing requirements are met
Finalizes reports related to the effectiveness of program activities
Maintains guidance and instructions for the implementation of new administrative policies, procedures, and regulations.
Maintains documentation regarding laboratory expenditures and funding transactions