Secretary III - ORNL
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We're committed to bringing passion and customer focus to the business.
The Secretary III provides administrative support to the Oak Ridge National Laboratory Site Office (OSO) in the preparation, processing, disposition and recordkeeping of official documents as directed by OSO staff per Department of Energy (DOE) written standards and processing of Strategic Partnership Project (SPP) actions. This position ensures foreign travel is conducted in accordance with applicable standards and requirements using the Foreign Travel Management System.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of Chickasaw Nation Industries 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 administrative support to the OSO by preparing letters, memos, proposals, OSO procedures, work practices, assessments and concurrence page correspondence as directed by OSO staff per DOE written standards. Creates associated OSO DocLog System entries and updates as appropriate.
Maintains a close and highly responsive relationship to the day-to-day activities of the managers, supervisors and staff.
Designs, organizes and maintains specialized and custom forms, records, reports, files and logs to support work processes in areas of assigned responsibility.
Designs, develops and maintains spreadsheets requiring data interpretation and guidance. Creates, maintains and updates files. Removes and archives inactive records or files. Researches and assembles information from a variety of sources for the completion of specialized forms and reports. Copies documents and other materials as directed.
Responsible for all routing, approval and record keeping for ORNL, ORNLNN, ORlSE, and OSO through the Foreign Travel Management System. Ensures all trips are routed to applicable OSO employee for approval after the Senior Field OPOC has checked and approved request.
Sorts mail and places in their respective mailboxes, creating Correspondence Action Tracking System (CATS) actions and sending out as a mail link when necessary.
Supports the SPP entering and saving SPP acceptances. Emails funding obligation to sponsor and prepares CO letter request, counterintelligence and acceptances.
Work efficiently and responsibly from remote locations, if necessary.
Functions effectively in a team environment.
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. Reports any unsafe conditions and/or practices to the appropriate supervisor and Human Resources. Immediately corrects any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
High School Diploma or General Education Degree (GED) and three (3) years’ writing experience.
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Knowledgeable in the analysis of business and user needs, documentation of requirements, and translation into proper system requirement specifications
Fundamental analytical and conceptual thinking skills
Experience creating detailed reports
Experience in paperless environments
Competency in all Microsoft Office program/tools and the Adobe Pro application
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 add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume and distance.
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.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
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.
Equal Employment Opportunities Statement
All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protects status.
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!