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Administrative Specialist II - NP (SC36.2)

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Administrative Specialist II - NP (SC36.2)

Job ID R979
Job Location
Full-Time/Part-Time Full-Time

It's fun to work in a company where people truly BELIEVE in what they're doing!

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SUMMARY

The Administrative Specialist II provides a broad range of administrative support services for the U.S. Department of Energy (DOE), Office of Science, Office of Nuclear Physics, Facilities and Project Management Division. This position handles a broad range of administrative support services and operations.

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.

Provides a broad range of administrative support services in functional areas that include administrative services.

Implements administrative policies.

Manages the Division Director’s calendar and provides support to other division staff calendars.

Responsible for Division staff travel arrangements, authorizations and vouchers.

Responsible for setting up meetings, reviews, teleconference calls and video conferences for staff.

Manages Division procurement actions.

Drafts and routes correspondence and responses to actions related to procurement actions, as needed.

General Administrative support including answering telephones, routing as necessary or taking telephone messages, pick up of mail, conference room keys, Federal Express and courier packages.

Provides support for on-site meetings, including logistics, equipment and visitors, as needed.

Assists in general support duties normally assigned to other staff in case of absence or other changes in office workload, including, but not limited to, phone conference set up and travel including arrangements, authorizations and vouchers, as requested by supervisor.

Requires knowledge and use of Microsoft Office Suite and other Office of Science and DOE administrative systems, including CONCUR.

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 and legacy administrative systems, as required.

Administrative Specialist 2 - (1-year certificate from college or technical school and 1 year 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

LANGUAGE SKILLS

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

MATHEMATICAL SKILLS

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.

REASONING ABILITY

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

PHYSICAL DEMANDS

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.

*MON

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