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The Administrative Specialist III provides a broad range of administrative support services for the U. S. Department of Energy (DOE), Office of the Deputy Director for Science Programs.
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, as needed. The work scope includes, but is not limited to, the following administrative support activities:
- Serves as the primary point of contact for input from DOE staff and outside groups for the Deputy Director for Science Programs, Office of Science.
- Assists with the preparation of background materials for meetings and conferences and coordinates meetings and conferences.
- Proofreads and coordinates communications requiring the signature/approval of the Deputy Director for transmittal within DOE, as well as externally.
- Implementation of administrative policies.
- Answers telephones - takes telephone messages.
- Prioritizes scheduling and supports meetings/video conferencing (Zoom/MS Teams).
- Maintains Deputy Director for Science Programs calendar – strategically scheduling appointments.
- Provides Travel Support for Deputy Director for Science Programs that includes:
- Utilizing the AdTrav and Concur automated travel management systems
- Making travel arrangements (e.g., airline, lodging and transportation reservations)
- Preparing travel authorizations and vouchers
- Coordinates, distributes, scans, and files copies of completed correspondence.
- Drafts and routes correspondence and packages for comment, as requested.
- Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required.
- Demonstrated skill to work in a fast-paced environment with senior government officials and effectively interfacing administrative staff from the Secretary and Deputy Secretary offices.
- Demonstrates comfort with multi-tasking and shifting priorities.
- Conducts receiving/exiting of visitors.
Experience with political leadership is required. Possesses extensive skills in exercising judgment in the absence of direct supervision. Able to anticipate or recognize problems and refer them immediately to the right person for resolution and find common threads among unrelated events to identify potential issues and resolve them.
Demonstrates exceptional organizational skills, including keeping track of multiple calendars, tracking meetings and activities, scheduling conferences and business travel, and is skilled in proactive, "strategic" scheduling for senior executives and staff. This includes the ability to prioritize scheduling demands quickly and efficiently, often without specific direction from management. Serves as the "gate keeper" for the schedules of senior executive leadership and staff in the office, determines needs and handles conflicts in schedules with professionalism.
Demonstrates ability to be adaptable in vibrant and quickly moving office environments, and capable of balancing multiple, quick turnaround, high priority tasks. This includes possessing strong communication skills and teamwork skills, including the ability to process and summarize complex information clearly and succinctly. Effective communication is vital to prevent any misunderstandings and/or misinterpretations.
Demonstrates skills in IT and office automation (e.g., Microsoft Office and Outlook, including strong Adobe, PowerPoint and Word skills), as well as Departmental processes and procedures for travel, foreign visitor access, and other administrative tasks. Note: if candidate is from outside DOE, they must be aware and able to demonstrate an ability to learn and apply DOE systems quickly.
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 a one-year certificate from college or technical school and a minimum of two (2) years’ of relevant administrative support experience in a professional business environment, or equivalent combination of education / experience. Experience in the use of Microsoft Office Suite and other DOE Office of Science, DOE information systems. Experience with political leadership is required.
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
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.
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.
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