Secretary III - DOE Office of Acquisition & Business Services

Aleut Federal•Oak Ridge, TN

9d•Onsite

About The Position

Aleut Federal is seeking an organized, proactive Administrative Specialist to support the Department of Energy’s Office of Acquisition & Business Services (OABS). OABS oversees and supports procurement and financial assistance awards for site management offices serving the Department of Energy’s Office of Science national laboratories. The office also includes the Small Business Program and Contractor Industrial Relations organization. The successful candidate will provide administrative and operational support to Acquisition Division leadership and staff. This position requires strong organization, attention to detail, communication skills, and the ability to manage multiple priorities and deadlines.

Requirements

Prior experience providing administrative or executive-level support in a professional office environment.
Strong organizational and time-management skills, with the ability to manage multiple assignments and deadlines.
Excellent written and verbal communication skills.
Strong proofreading, editing, and document-formatting abilities.
Demonstrated ability to handle sensitive information with professionalism and discretion.
Ability to work independently, anticipate office needs, and follow assignments through completion.
Experience using Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
Demonstrated ability to create, format, and update professional PowerPoint slides and presentations.
Ability to learn and use electronic tracking, timekeeping, travel, and records-management systems.

Nice To Haves

Experience supporting senior leadership or multiple managers.
Experience in a federal government, acquisition, contracting, or procurement environment.
Familiarity with records management, travel coordination, timekeeping, and action-item tracking.
Experience monitoring recurring reports, training requirements, and administrative deadlines.

Responsibilities

Manage calendars for the Acquisition Division Assistant Manager and Director.
Schedule meetings, teleconferences, and conference calls.
Prepare and update quad reports for upcoming meetings.
Maintain the division accountability tracker and follow up on outstanding actions.
Ensure staff complete required biweekly reports.
Verify employee time entries and enter staff time when needed.
Coordinate with the CSC-1 Office Manager to schedule the SMCRB.
Assist with training and travel budgets and coordinate travel arrangements.
Maintain employee work schedules and the division leave calendar.
Track mandatory training requirements and associated due dates.
Manage conference room schedules and serve as the division’s point of contact for space-management needs.
Order and maintain office supplies.
Proofread and edit Acquisition Division documents for accuracy, formatting, grammar, and completeness.
Prepare and submit staffing packages to the front-office group.
Coordinate administrative preparations for new hires before their first day and provide required division materials.
Process incoming mail for the division.
Review and distribute 301 notices for Congressional notification.
Stage records for destruction in accordance with applicable records-management regulations and policies.
Perform other related administrative duties as assigned.