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Please note that CNI is closely monitoring Executive Orders and will be following any final decisions or mandatesregarding the COVID-19 Vaccination as a federal contract provider.
The Administrative Specialist III provides a broad range of administrative support services for the U. S. Department of Energy (DOE), Office of Science (SC).
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Implements administrative policies.
Receives visitors, including ensuring paperwork for foreign visitors is processed, temporary parking passes for VIP visitors are issued, etc.
Answers telephones - takes telephone messages.
Manages the schedule for Senior Executive Service members including scheduling in person meetings and video teleconferences. This includes working with other offices and staff to find appropriate times.
Proactively deconflicts meetings when needed, recognizing the management hierarchy.
Provides Travel Support that includes:
- Utilizes the AdTrav and Concur automated travel management systems.
- Makes travel arrangements (e.g., airline, lodging and transportation reservations).
- Prepares travel authorizations and vouchers.
Coordinates, distributes, scans and files copies of completed correspondence.
Drafts and routes correspondence as requested.
Prints out readahead material in advance in the office.
Provides SC-4 created readaheads to meeting attendees on behalf of the Senior Executives.
Creates weekly report on correspondence status for review.
Assists with Time & Attendance.
Issues delegation memos on behalf of the Senior Executives.
Creates and maintains various distribution email lists.
Organizes and maintains access lists to shared file system and ensure shared files or up to date
Procuring office supplies when depleted or requested.
Coordinates any office moves, including arranging for movers, IT services, badging needs, etc.
Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required.
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.
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.
Promotes and encourages a culture of compliance with all applicable rules (federal, state, local, Federal Acquisition Regulations, Code of Federal Regulations, Prime Contract requirements, etc.) for themselves and the company as a whole. Fosters an environment in which they will reportanyviolations or reasonably suspected violation of CNI policy, FAR, and/or CFR and are comfortable discussing the myriad compliance, conflict, FAR, CFR, etc. issues that arise during the performance of a government contract.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 (SMART, Concur, STRIPES, etc.) and legacy administrative systems as required.
Administrative Specialist III - 1-year certificate from college or technical school and 2 years of experienceCERTIFICATES / LICENSES / REGISTRATIONJOB 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.LANGUAGE SKILLS
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 organizationMATHEMATICAL SKILLS
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.REASONING ABILITY
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 situationsPHYSICAL DEMANDS
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 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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