Administrative Specialist II 03686 LBYD Federal

About the position

The Administrative Specialist II will provide comprehensive administrative support to the U.S. Department of Energy, Office of Science, focusing on enhancing operational efficiency and communication within the organization. This role involves managing schedules, coordinating meetings, and ensuring effective communication between various stakeholders, while also maintaining strong relationships with administrative professionals across different organizations.

Responsibilities

• Serve 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).
• Manage the schedule for the SOM/DSOM, including scheduling in-person meetings and video conferences.
• Print out read-ahead material in advance for the SOM/DSOM when they are in the office.
• Provide OSO created read-ahead to meeting attendees on behalf of the SOM/DSOM.
• Contact ORNL A/V support for larger meetings to ensure Teams/Zoom meeting link, microphones, presentation support, etc., are in place.
• Reserve Conference Rooms for OSO.
• Maintain strong working relationships with DOE Administrative Professionals and other relevant stakeholders.
• Implement administrative policies and procedures.
• Draft and route correspondence as requested, proofreading and coordinating communications requiring the SOM/DSOM's signature/approval.
• Answer telephones and take messages.
• Provide travel support, including making travel arrangements and preparing travel authorizations and vouchers.
• Coordinate visitor access and ensure paperwork for foreign visitors is processed.
• Assist with time and attendance for OSO staff in the DOE Automated Time Attendance and Production System (ATAAPS).
• Maintain up-to-date OSO organizational lists and ensure they are posted on the OSO SharePoint site.
• Procure office supplies when depleted or requested.
• Coordinate OSO office space activities, including arranging for movers, IT services, and maintenance requests.

Requirements

• High school diploma or GED.
• 3-5 years of relevant administrative support experience.
• Proficiency in Microsoft Office Suite, Adobe Pro, and SharePoint.
• Strong communication and teamwork skills.
• Exceptional organizational skills and ability to manage multiple calendars and tasks.
• Excellent proofreading and copy editing skills.

Nice-to-haves

• Experience with DOE legacy administrative systems.
• Familiarity with travel management systems like Concur and AdTrav.

Benefits

• Wellness program
• Disability insurance
• Health insurance
• Tuition reimbursement
• 401(k) matching