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The Administrative Specialist shall provide a broad range of administrative support services to the U.S. Department of Energy, Office of Science’s (SC) Integrated Support Center (ISC) Chicago Office (CH). The SC-CH is a critical element of SC program execution and implementation capability. SC-CH is the provider of essential business and technical support to assigned SC Site Offices, other Headquarters program sponsors and other federal agencies. SC-CH facilitates the delivery of remarkable discoveries, advancing technology and the understanding of energy and matter which perpetuates the well-being of the United States. SC-CH provides support under the ISC concept in the functional areas of acquisition and financial assistance; technical; financial; legal; workforce management; and communications. The ISC is a virtual organization comprised of the combined support capabilities of the Chicago and Oak Ridge Offices.
ESSENTIAL DUTIES AND RESPONSIBILITIES
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 administrative duties as assigned in coordination with Federal administrative support personnel.
Responsible for providing accurate data entry and retrieval; coordination, distribution and filing of correspondence; answering phones and taking messages; maintaining files in accordance with DOE directives; and providing timely mail distribution and shipping services.
Responsible for keeping an inventory of basic office supplies, providing travel coordination assistance, and assisting in Records Management activities.
Required to attend meetings for note taking purposes.
Provide experience in the operation of personal computers and the Microsoft Office Suite.
May also fulfill other data entry, secretarial services and records management duties as assigned.
The work scope includes, but is not limited to, the following administrative support activities:
- Providing timely and accurate data entry, data analysis, retrieval, and word processing services. The software includes, but is not limited to, iEdison, ATAAPS (time and attendance) and Microsoft Office Suite (e.g., Word, Excel, Power Point, Access, etc.)
- Preparation of documents, presentations and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint, and Excel
- Receiving visitors
- Answering phones
- Taking phone messages
- Scheduling and supporting meetings/video conferences
- Making appointments
- Mail handling
- Providing travel support 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
- Applying appropriate funding strings/budget authorization codes
- Coordinating, distributing, and filing copies of completed correspondence
- Reviewing files and records and preparing them for retirement/inactive storage
- Maintaining files and providing records management in accordance with DOE directives
- Program analysis
- Aids Federal staff in conducting studies and analyses to improve the effectiveness and efficiency of administrative operations
- Identifies actual or potential problems, trends, significant management or program deficiencies, and areas of imbalance
- Recommends corrective measures/actions to Federal managers and supervisors
- Evaluates current administrative practices and operating procedures to ensure new and changing requirements are met
- Finalizes reports related to the effectiveness of program activities
- Maintains guidance and instructions for implementation of new administrative policies, procedures, and regulations.
- Maintains documentation regarding laboratory expenditures and funding transactions
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 - (6A) (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
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 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.
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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