Administrative Specialist II – FOIA and Privacy Act Support

Aleut Career•Oak Ridge, TN

About The Position

The Administrative Specialist II supports the Department of Energy Office of Science, Office of Chief Counsel, with processing Freedom of Information Act (FOIA) and Privacy Act requests. This position requires someone who is comfortable working independently and can manage detailed, deadline-driven work without constant follow-up. The ideal candidate is proactive, highly organized, attentive to detail, and able to track multiple requests, due dates, and outstanding actions. Strong communication skills and the judgment to raise questions or concerns early are essential.

Requirements

Experience supporting administrative, records, compliance, legal, case-management, or similarly detail-intensive work.
Ability to work independently, organize priorities, and make progress with limited day-to-day direction.
Exceptional attention to detail and the ability to identify missing, inconsistent, incomplete, or potentially sensitive information.
A proactive work style, including anticipating next steps, following up on open items, and raising concerns before deadlines are missed.
Strong organizational and time-management skills with the ability to track multiple requests and reliably meet due dates.
Excellent written and verbal communication skills.
Ability to prepare and review professional correspondence for accuracy and completeness.
Ability to read, analyze, and accurately summarize large volumes of detailed information.
Experience working within established policies, procedures, regulatory requirements, or other compliance frameworks.
Strong computer skills and the ability to quickly learn databases, SharePoint, workflow systems, and Microsoft Office applications.
Sound judgment and discretion when handling sensitive or personally identifiable information.

Nice To Haves

Experience supporting FOIA, Privacy Act, public-records, legal, regulatory, or government records processes.
Experience reviewing medical, personnel, legal, investigative, case, or other sensitive records.
Experience with FOIAXpress, SharePoint, records-management systems, document-review tools, or case-tracking databases.
Experience performing document quality control, redaction support, correspondence review, or records-release preparation.
Experience working in a federal, legal, healthcare, regulatory, or other compliance-driven environment.

Responsibilities

Assist the FOIA and Privacy Act Officer with processing requests for agency records.
Review incoming FOIA requests to help determine their validity, scope, completeness, and required next steps.
Verify that proposed responses are complete, accurate, and supported by the records reviewed.
Review and quality-check drafted correspondence before it is presented to the FOIA and Privacy Act Officer for approval or release.
Process Privacy Act requests in accordance with applicable regulations, implementing directives, procedures, and DOE Orders.
Prepare clear, professional correspondence and supporting documentation.
Receive documents for placement in the Public Reading Room and ensure they contain the required information and are in an acceptable format.
Enter and maintain accurate information in applicable databases and forward materials for internet posting.
Review lengthy and potentially sensitive records, which may involve hundreds of pages for a single request.
Maintain accurate trackers for requests, milestones, deadlines, pending actions, correspondence, and completion status.
Prioritize competing requirements, follow up on outstanding information, and communicate schedule or compliance risks early.
Protect sensitive, personal, confidential, and privileged information.
Learn and use FOIAXpress, SharePoint, Microsoft Office, and other records or workflow systems.
Perform other related administrative, records, and compliance-support duties as assigned.