Administrative Specialist III
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The Administrative Specialist III provides administrative support to the U.S. Department of Energy (DOE), Office of Science (OS), Office of the Deputy Director for Field Operations. This position handles a wide variety of administrative functions and situations, which includes the handling of sensitive or confidential information.
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.
Serves as the point of contact for input from DOE staff and outside groups.
Performs a variety of advanced and routine administrative / clerical functions in support of the department’s mission.
Exercises judgement in the absence of direct supervision.
Maintains the Deputy Director’s calendar to include the daily scheduling of meetings and activities. Quickly and efficiently prioritizes scheduling demands, often without specific direction from management. Determines needs, and handles conflicts in schedules with professionalism and often without direct supervision.
Balances multiple, quick turnaround, high priority tasks.
Reviews correspondence to assure policy and procedural requirements are followed, contents are accurate and correspondence is prepared in the style and tone preferred by the Deputy Director.
Prepares a variety of documents such as informational emails, memos, forms, letters, reports, PowerPoint presentations and spreadsheets. Ensures documents conform to instructions. Reviews documents for accuracy prior to distribution. Recommends approval or disapproval of correspondence.
Composes, proofreads, and edits documents. Ensures procedural and grammatical accuracy, as well as conformance with general policy and factual correctness. Ensures coordination and signature procedures are followed.
Assists with the preparation of background materials for meetings and conferences and
coordinates meetings and conferences.
Manages the Deputy Director’s commitments, and oversees management tracking systems and responsible for the management of information, reports and assignments.
Establishes and monitors procedures for correspondence, official files and records disposition, scheduling, office protocols, briefings and presentations.
Coordinates effectively and efficiently with the DOE Secretary’s Office and DOE Executive
Provides Travel Support for staff that includes, utilizing the AdTrav and GovTrip automated travel management systems, making travel arrangements (e.g., airline, lodging and transportation reservations) and preparing travel authorizations and vouchers. Travel includes processes and procedures for foreign visitor access.
Greets visitors in a timely and professional manner. Determines the nature of business, and directs visitors appropriately. Assists visitors when exiting the office.
Responsible for answering phones and taking messages in a clear concise manner.
Responsible for typing, filing and file retrieval.
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
Bachelor’s degree and a minimum of five (5) years’ relevant experience, or equivalent combination of education / experience. Experience working at the Executive Assistant level for an Executive in a senior leadership position. Experience working with political leadership is 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
Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.)
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 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 solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
SPECIAL PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform 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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