Administrative/Correspondence Specialist I
The Administrative/Correspondence Specialist I provides administrative services support for the U.S. Department of Energy (DOE), Office of Science (OS) Correspondence Control Center (CCC). This position follows established policy and procedures in providing a broad range of administrative support services associated with correspondence control and processing. The Administrative/Correspondence Specialist I is primarily responsible for receiving and processing correspondence from the public, private, and government entities.
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.
Supports CCC staff with workflow, processes, deliverables, and other responsibilities as required.
Receives incoming correspondence, and places them in the established database.
Delivers incoming items to the appropriate action office. Tracks deadlines, and provides status reports.
Prepares outgoing correspondence, and makes minor edits.
Requests updated correspondence status, and inputs updates in both tracking systems to ensure dispositions reflect the latest action taken with each item. Ensures that items are up to date.
Interfaces effectively with CCC, DoE Offices, and external clients. Coordinates work with other offices, as required.
Provides mail services that include providing for mail distribution to the appropriate offices, mail distribution boxes, central mail facility, or other specified offices.
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 aiding in own self-development by being available and receptive to all training made available by the company.
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
High school diploma or general education degree (GED) and a minimum of one (1) year relevant experience and/or training, or equivalent combination of education / experience.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Knowledge of the organization's format, routing, and control procedures to properly process correspondence
Operational knowledge of standard office practices and procedures
Proficient in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems and office automation systems
Skilled proficiency in the use of Microsoft Windows and Office programs (i.e., Word, Excel, Outlook, PowerPoint, etc.)
Ability to quickly grasp DOE legacy administrative systems and correspondence tracking systems (i.e., SMART and eDOCS)
Ability to compose correspondence from draft to final version, both electronic and hard copy
Knowledgeable and proficient in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations
Working knowledge of business records management and filing processes
Excellent proofreading and editing skills
Excellent verbal and written communication skills
Excellent customer service skills
Ability to work effectively both individually and in a team environment
Ability to read and comprehend instructions, correspondence, and memos. Ability to write 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.