Administrative Specialist – BER
The Administrative Specialist – BER provides a broad range of administrative support services for the
U.S. Department of Energy (DOE), Office of Biological and Environmental Research (BER), Division of Climate and Environmental Sciences (CES). 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.
Performs a wide variety of clerical and administrative activities and serves as primary contact in support of the Director and staff of the Division of Climate and Environmental Sciences.
Serves as principal support specialist handling procurement actions for the Biological System Sciences Division (BSSD).
Serves as backup support specialist handling procurement actions for the Climate and Environmental Science Division.
Performs administrative tasks associated with BSSD programmatic communications, resource management, research management documentation and filing, and coordination with internal
and external clients.
Familiarity with or able to learn DOE-specialized software (PAMS).
Requires knowledge and use of Microsoft Office Suite and other Office of Science and DOE information systems (SMART, Concur (CGE), STRIPES, etc.).
Helps to ensure the efficient flow of work, and uses the utmost discretion when handling confidential information.
Applies and helps to implement administrative policies / procedures related to assigned tasks.
Maintains accurate and accessible electronic and hardcopy files, including adding and tracking documents in the SMART system.
Answers telephone, gives information to callers, and routes call to appropriate person. Takes thorough telephone messages when the appropriate person is unavailable to receive the call.
Schedules and makes internal / external meeting arrangements and/or video conferences on behalf of the Director. May include assembling materials, making meeting room preparations, and taking / distributing meeting minutes.
Makes travel arrangements using Concur.
Drafts, prepares and routes a variety of documents. Ensures documents conform to instructions. Reviews documents for accuracy prior to distribution.
Responds to inquiries and information requests in an efficient manner. Recognizes potential problems / issues, and refers them immediately to the appropriate Point of Contact (POCs) for resolution.
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
Must have relevant education and administrative support experience in a professional business environment as specified below, 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.
Administrative Specialist 3 - (7A) (1 year certificate from college or technical school and 2 years’ of experience)
Administrative Specialist 2 - (6A) (1 year certificate from college or technical school and 1 year of experience)
Administrative Specialist 1 - (5A) (1 year certificate from college or technical school and 3 months of experience)
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
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.