Administrative Specialist I
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The Administrative Specialist provides administrative support for The Department of Energy, Oak Ridge Operations Office (DOE-ORO). This position handles a wide variety of administrative functions and situations, including sensitive matters requiring thoughtful judgment and discretion in support of the 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.
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.
Answers telephones, gives information to callers and routes calls to the 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.
Provides travel support on behalf of the Director that includes utilizing the AdTrav and Concur automated travel management systems. Makes travel arrangements that include airline, lodging and transportation reservations, as well as, preparing travel authorizations and vouchers.
Maintains the calendar of and schedules appointments and meetings for the Director.
Coordinates, distributes, scans and files copies of completed correspondence. Drafts and routes correspondence as requested.
Drafts, prepares and routes a variety of documents. Ensures documents conform to instructions. Reviews documents for accuracy prior to distribution.
Ensures completed paperwork to obtain contractor badges.
Assists the Director and appropriate CORs with maintaining and updating support service contract spend plans, reviewing project invoices and preparing new task assignments.
Greets visitors in a timely and professional manner. Determines the nature of business and directs visitors appropriately.
Responds to inquiries and information requests in an efficient manner. Recognizes potential problems / issues and refers them immediately to the appropriate Point of contact (POC) 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.
Administrative Specialist I: Associate’s degree and a minimum of one (1) year relevant experience
Administrative Specialist II: Bachelor’s degree and a minimum of two (2) years’ relevant experience
Administrative Specialist III: Bachelor’s degree and a minimum of four (4) years’ relevant experience)
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
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 Suite (i.e., Word, Excel, Outlook, PowerPoint, etc.)
Ability to grasp quickly DOE information systems (STRIPES, PAMS, SharePoint, Lync, etc.)
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 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 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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