Administrative Specialist III: DOE Office of Science - Field Operations

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.

Contractor shall provide a broad range of administrative service support associated with the U.S. Department of Energy, Office of Science.

Work scope includes, but is not limited to, the following administrative support activities:

• Implementation of administrative policies.
• Receiving visitors, including ensuring paperwork for foreign visitors is processed, temporary parking passes for VIP visitors are issued, etc.
• Answering telephones - taking telephone messages
• Managing the schedule for two Senior Executive Service members - the Deputy Director (DD) and Associate Deputy Director (ADD), including scheduling in-person meetings and video teleconferences. This includes working with other offices and staff to find appropriate times.
• Proactively de-conflicting meetings when needed, recognizing the management hierarchy.
• 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
• Coordinating, distributing, scanning, and filing copies of completed correspondence
• Draft and route correspondence as requested.
• Printing out read-ahead material in advance for the DD and ADD when they are in the office.
• Providing SC-4 created read-ahead to meeting attendees on behalf of the DD and ADD.
• Serving as the Records Manager for SC-4 in accordance with DOE policies and guidelines
• Creating a weekly report on correspondence status for review by the ADD
• Assisting with Time & Attendance for SC-4 staff
• Issuing delegation memos on behalf of the AD
• Creating and maintaining various distribution email lists for SC-4
• Organizing and maintaining access lists to the SC-4 shared file system and ensuring shared files are up-to-date
• Procuring office supplies when depleted or requested
• Coordinating any SC-4 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.

Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required.

• High school diploma or GED is required.
• An Associate's or Bachelor’s degree is preferred.

• Polished verbal and written communication skills
• Ability to use computer systems, Microsoft Office software (Word, PowerPoint, Excel, Outlook)
• Ability to prioritize, multitask, and meet deadlines
• Knowledge of record management best practices and procedures
• Strong written and verbal communication skills with the capability of facilitating, briefing, speaking, and writing compelling papers/products. Exceptional organizational skills, ability to manage multiple concurrent tasks.
• Ability to work cooperatively, collaboratively, and respectfully with people inside and outside the organization to achieve mission goals.

• Strategic Critical Thinking – Synthesize complex data sets, policies, and stakeholder inputs to develop innovative, actionable solutions and forward-looking recommendations that drive mission success.
• Executive-Level…