Administrative Specialist II: DOE Pacific Northwest Site Office

Aleut Federal•Richland, WA

2d•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. The contractor shall provide a broad range of high-level administrative and executive support services supporting the PNSO Manager's Office and staff. The individual in this role is expected to anticipate needs, mitigate scheduling conflicts before they arise, independently initiate corrective actions, manage complex executive calendar schedules, and track all deliverables to completion without requiring constant management oversight. Additionally, the EA will serve as the primary operational backup to the PNSO Administrative Support (TA-56) position.

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) once in the role.
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.
High school diploma or GED required.
3–5 years of administrative support experience, with a preference for supporting executive leadership teams.
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.

Nice To Haves

Advanced education in Business Administration, Human Resources, or a related field is preferred.

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.
Independently prioritize complex, competing, and rapidly changing scheduling demands (in-person and virtual) without relying on constant management direction.
Actively monitor the SOM and DSOM inbox email accounts (with their concurrence) 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).
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.
Act as an administrative advisor to PNSO management.
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.
Provide crucial backup support to the Administrative Support position for the processing of outgoing correspondence, procedures, guides, memorandums, and reports.
Utilize the Concur Travel and Expense System (CONCUR) as the primary travel coordinator.
Independently research, arrange, and book travel (flights, lodging, ground transport) and execute travel authorizations and post-travel vouchers with extreme attention to policy compliance.
Proactively maintain and apply a comprehensive understanding of SOM and DSOM travel preferences.
Assist with management and staff timekeeping, ensuring absolute 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 by the last Friday of each pay period, following up independently to ensure 100% compliance.