Administrative Specialist III - DOE OS
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The Administrative Specialist III provides a broad range of administrative support services for the U.S. Department of Energy (DOE), Office of Science (OS) Deputy Director and Associate Deputy Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.
Implements administrative policies.
Receives visitors, including ensuring paperwork for foreign visitors is processed and temporary parking passes for VIP visitors are issued, etc.
Answers telephones and takes telephone messages.
Manages 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.
Works with other offices and staff to find appropriate times for scheduling.
Proactively deconflicting meetings when needed, recognizing the management hierarchy.
Provides 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.
Coordinates, distributes, scans and files copies of completed correspondence drafts and routes correspondence as requested.
Prints out read ahead material in advance for the DD and ADD when they are in the office.
Provides SC-4 created read aheads to meeting attendees on behalf of the DD and ADD.
Serves as the Records Manager for SC-4 in accordance with DOE policies and guidelines.
Creates weekly report on correspondence status for review by the ADD.
Assists with Time & Attendance for SC-4 staff.
Issues delegation memos on behalf of the AD.
Creates and maintains various distribution email lists for SC-4.
Organizes and maintains access lists to SC-4 shared file system and ensures shared files are up to date.
Procures office supplies when depleted or requested.
Coordinates any SC-4 office moves, including arranging for movers, IT services, badging needs, etc.
Demonstrates the required knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
One-year certificate from college or technical school and a minimum of two (2) years’ relevant experience and/or training, or equivalent combination of education / experience. Experience in the use of Microsoft Office Suite and other DOE Office of Science, DOE information systems (SMART, Concur, STRIPES, etc.) and legacy administrative systems, as required.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Strong working knowledge of DOE correspondence rules, policies and procedures
Strong working knowledge of the principles and concepts of information governance to control a variety of DOE internal and external correspondence at various stages
Excellent written and verbal communication skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Proven ability to exemplify professional behavior, dignity, and excellence and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Skilled in planning and setting up room requirements for events and meetings
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to produce quality work, meet critical deadlines and pay attention to detail in a fast-paced, demanding environment
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work independently and in a team environment
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations
The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.
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