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Administrative Specialist II - Oak Ridge

Job ID
R1810
Job Location
Full-Time/Part-Time
Full-Time

More information about this job:


Overview:

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

We're committed to bringing passion and customer focus to the business.

SUMMARY

The contractor shall provide administrative services support associated with the U.S. Department of Energy (DOE), Office of Science.

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.

Serves as the primary point of contact for input from DOE staff and outside groups for the Site Office Manager (SOM) and Deputy Site Office Manager (DSOM), Oak Ridge National Laboratory (ORNL) Site Office (OSO).

Manages the schedule for the SOM/DSOM, including scheduling in person meetings and video conferences.

Works with other offices and staff in finding appropriate times.

Prints out read-ahead materials in advance for the SOM/DSOM when they are in the office.

Provides OSO created read-ahead materials to meeting attendees on behalf of the SOM/DSOM.

Implements administrative policies.

Drafts and routes correspondence as requested.

Proofreads and coordinates communications requiring the signature/approval of the SOM/DSOM for conveying within DOE as well as externally.

Answers telephones and takes telephone messages.

Provides logistical support and makes travel arrangements through the use of Concur and AdTray automated travel management systems. Also provides travel authorization and vouchers.

Coordinates visitor access, including ensuring paperwork for foreign visitors is processed, etc.

Assists with time and attendance for OSO staff in the DOE Automated Time Attendance and Production System (ATAAPS).

Maintains up-to-date OSO organizational lists (e.g., phone directory, work schedules, etc.) and ensures they are posted on the OSO SharePoint site.

Procures office supplies when depleted or requested.

Coordinates OSO office space activities, including arranges for movers, IT services, key and phone requests, badging, etc.

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 co-workers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions as the best of own ability.

EDUCATION/EXPERIENCE

Bachelor's degree and a minimum of five (5) years relevant experience, or equivalent combination of education/experience.

CERTIFICATES, LICENSES, REGRISTRATION

Must have or be able to obtain a Q clearance.

JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES

Exceptional organizational skills, including keeping track of multiple calendars, tracking meetings and activities, and scheduling conferences and business travel. 

The ability to quickly and efficiently prioritize scheduling demands, often without specific direction from management. 

The ability to be highly adaptable in vibrant and quickly moving office environments, and capable of balancing multiple, quick turnaround, high priority tasks.                                                                                                                 

Strong communication and teamwork skills, including the ability to process and summarize complex information clearly and succinctly.

Knowledge of the Concur and AdTrav automated travel management systems.

Knowledge and use of Microsoft Office Suite, Adobe Pro, SharePoint, ORNL Enterprise systems (such as the Personnel Access System and Marketplace) supporting OSO activities and other DOE legacy administrative systems as required.

LANGUAGE SKILLS

Ability to read, analyze, interpret and edit general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.

MATHMETICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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. May occasionally 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 protected status.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

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