Administrative Specialist III: DOE Office of Science - Field Operations

Aleut Federal•Washington, DC

About The Position

Contractor shall provide a broad range of administrative service support associated with the U.S. Department of Energy, Office of Science.

Requirements

High school diploma or GED is required.
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 or Bachelor’s degree is preferred.

Responsibilities

Implementation of administrative policies.
Receiving visitors, including ensuring paperwork for foreign visitors is processed, temporary parking passes for VIP visitors are issued, etc.
Answering telephones - taking telephone messages
Managing the schedule for two Senior Executive Service members - the Deputy Director (DD) and Associate Deputy Director (ADD), including scheduling in-person meetings and video teleconferences. This includes working with other offices and staff to find appropriate times.
Proactively de-conflicting meetings when needed, recognizing the management hierarchy.
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
Coordinating, distributing, scanning, and filing copies of completed correspondence
Draft and route correspondence as requested.
Printing out read-ahead material in advance for the DD and ADD when they are in the office.
Providing SC-4 created read-ahead to meeting attendees on behalf of the DD and ADD.
Serving as the Records Manager for SC-4 in accordance with DOE policies and guidelines
Creating a weekly report on correspondence status for review by the ADD
Assisting with Time & Attendance for SC-4 staff
Issuing delegation memos on behalf of the AD
Creating and maintaining various distribution email lists for SC-4
Organizing and maintaining access lists to the SC-4 shared file system and ensuring shared files are up-to-date
Procuring office supplies when depleted or requested
Coordinating any SC-4 office moves, including arranging for movers, IT services, badging needs, etc.
Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required.