Administrative Specialist II - DOE Fermi Site Office

Aleut Career•Batavia, IL

23h

About The Position

Contractor shall provide a broad range of administrative services support associated with the U.S. Department of Energy, Office of Science, Fermi Site Office. Aleut Federal, as an Alaskan Native-owned company, supports its Shareholders by delivering high-quality service to federal clients and engaging in its communities. They invest in their people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability.

Requirements

High school diploma or GED is required.
2-3 years of relevant Administrative Support.
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.
Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required.

Nice To Haves

An associate's degree is preferred.
Experience in supporting a team of Executive Leadership is preferred.
Polished verbal and written communication skills.
Strategic Critical Thinking – Synthesize complex data sets, policies, and stakeholder inputs to develop innovative, actionable solutions and forward-looking recommendations that drive mission success.
Executive-Level Interpersonal Skills – Communicate with clarity, diplomacy, and influence across diverse audiences, including senior leadership, clients, and cross-functional partners, fostering strong professional relationships.
Enterprise Collaboration – Lead and contribute to high-performing teams, partnering seamlessly with internal staff, clients, customers, and contractors to achieve strategic objectives and deliver measurable results.
Advanced Organizational Leadership – Orchestrate competing priorities with precision, leveraging strong planning and execution capabilities to maximize operational effectiveness in the role of Senior Contract Specialist.
Adaptive Agility – Navigate ambiguity and shifting priorities with resilience, proactively adjusting strategies and maintaining performance in dynamic, high-pressure environments.
Results-Driven Initiative – Demonstrate a strong sense of ownership and accountability, consistently driving high-quality outcomes while advancing the Aleut Federal mission of shareholder value, client excellence, and community impact.

Responsibilities

Development, maintenance, and implementation of administrative policies.
Maintain accurate and accessible electronic and hardcopy files.
Review and update RIDS and File Plan.
Dispose of Records in accordance with Disposition Schedules.
Consolidate electronic records into a consistent filing structure consistent with the File Plan.
Assist in ensuring staff file records are maintained according to the File Plan and RIDS.
Receiving visitors; Scheduling and supporting meetings/video conferencing.
Process incoming actions and correspondence received by email, mail, or in person.
Drafting, coordinating, distributing, scanning, and filing copies of completed correspondence.
Answering telephones and taking telephone messages.
Maintaining the Site Office and interfacing with other calendars – scheduling appointments.
Providing Travel Support that includes: utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging, and transportation reservations), and preparing travel authorizations and vouchers.
Support general office, printer, and copier maintenance.
Support the use of the time and attendance system.
Support lab services requests, including telecommunications, nameplates, etc.
Support basic supply inventory and logistics efforts.