Administrative Specialist II - DOE Argonne Site Office

At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission.

The contractor shall provide a broad range of administrative support services to the U.S. Department of Energy, Office of Science’s Chicago Office (SC-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 CSC concept in the functional areas of: acquisition and financial assistance; technical; financial; legal; workforce management; and communications. The CSC is a virtual organization comprised of the combined support capabilities of the Chicago and Oak Ridge Offices.

This position will perform secretarial duties as assigned in coordination with Federal administrative support personnel. The Admin Specialist II position is 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. They are also responsible for keeping an inventory of basic office supplies, providing travel coordination assistance, and assisting in Records Management activities.

The Admin Specialist II, at times, will be required to attend meetings for note-taking purposes. The Admin Specialist II will also have experience in the operation of personal computers and the Microsoft Office Suite. This position may also fulfill other data entry, secretarial services, and records management duties as assigned.

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, PowerPoint, Access, etc.)
• Preparation of documents, presentations, and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint, and Excel
• Receiving visitors
• Answering phones and taking 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:
  • Provides assistance in conducting studies and analysis to improve the effectiveness and efficiency of administrative operations
  • Identify 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 the implementation of new administrative policies, procedures, and regulations.
  • Maintains documentation…