Administrative Specialist II: DOE Pacific Northwest Site Office

Aleut Career•Richland, WA

20h•Onsite

About The Position

The contractor shall provide a broad range of administrative service support associated with the U.S. Department of Energy, Office of Science, Pacific Northwest Site Office. This role involves providing high-level administrative and executive support services to the PNSO Manager's Office and staff. The individual is expected to anticipate needs, manage complex executive calendar schedules, track deliverables, and serve as the primary operational backup to the PNSO Administrative Support position. Key attributes for success include proactivity, independent initiation, absolute follow-through, and accountability.

Requirements

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
Advanced proficiency in SharePoint and associated workflow/correspondence management systems.
Proven, demonstrated ability to easily, quickly, and independently learn and master new, proprietary, and legacy IT systems, databases, and enterprise platforms (including, but not limited to, the Personnel Access System, CONCUR, and ATAAPS).
Exceptional written and verbal communication skills.
High emotional intelligence.
Absolute discretion.
Ability to work under high pressure with grace, efficiency, and a service-oriented demeanor.
3–5 years of administrative support experience.
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.
High school diploma or GED required.

Nice To Haves

Advanced education in Business Administration, Human Resources, or a related field is preferred.
Preference for supporting executive leadership teams.

Responsibilities

Serve as the primary, authoritative gatekeeper and point of contact for the Site Office Manager (SOM) and Deputy Site Office Manager (DSOM) calendars.
Provide proactive calendar management and scheduling support to all PNSO staff, actively monitoring schedules and making optimization changes for the SOM/DSOM and PNSO Division Directors.
Independently prioritize complex, competing, and rapidly changing scheduling demands (in-person and virtual).
Work directly with PNSO management to delegate staff to attend meetings when conflicts cannot be resolved.
Actively monitor the SOM and DSOM inbox email accounts to systematically identify, extract, and file incoming action items, scheduling requests, and background materials for meetings.
Independently coordinate and execute all meeting logistics (teleconferences, videoconferences, and physical room setups).
Assemble background materials for meeting agenda items and proactively inform participants of topics to be discussed.
Proactively gather, organize, and compile read-ahead materials, briefing books, and agendas well in advance of meetings.
Compile all corresponding read-ahead materials and print designated calendar formats no later than the evening prior to the scheduled business day.
Receive and screen telephone calls and visitors coming into the office.
Answer inquiries, provide requested information, and obtain comprehensive background information before referring calls or visitors.
Act as an administrative advisor to PNSO management, evaluating front office workflows and recommending/implementing improvements.
Independently assign staff actions as directed by Management.
Secure building access and prepare appropriate paperwork/badges for non-employee visitors.
Act as the primary, active operational backup to the Administrative Support (TA-56) position, absorbing core mail processing, database workflows, office logistics, and general staff clerical functions in their absence.
Serve as an active participant in the Administrative Coordination working group.
Provide crucial backup support for the processing of outgoing correspondence, procedures, guides, memorandums, and reports—formatting, editing, uploading, and routing elements when Administrative Support is absent or experiencing high-volume backlogs.
Utilize the Concur Travel and Expense System (CONCUR) as the primary travel coordinator, independently researching, arranging, and booking travel and executing travel authorizations and post-travel vouchers.
Proactively maintain and apply a comprehensive understanding of SOM and DSOM travel preferences.
Assist with management and staff timekeeping, ensuring promptness and payroll deadline compliance using the Automated Time Attendance and Production System (ATAAPS).
Proactively initiate and send recurring reminders to all PNSO staff to complete and submit their timekeeping records, following up independently to ensure 100% compliance.