The Administrative Specialist I provides administrative support services to the U.S. Department of Energy (DOE), Office of Science (OS), ) Integrated Support Center (ISC) Chicago Office (CH).This position handles a wide variety of administrative functions and situations, which includes the handling of sensitive or confidential information.
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.
Provides timely and accurate data entry, data analysis, retrieval, and word processing services.
Prepares documents, presentations and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint and Excel.
Greets visitors in a timely and professional manner. Determines the nature of business and directs visitors appropriately.
Answers telephone, gives information to callers, and routes calls to the appropriate person. Takes thorough telephone messages when the appropriate person is unavailable to receive the call.
Schedules and ensures internal/external meeting arrangements and/or video conference meetings run smoothly. May include assembling materials, making meeting room preparations, and taking/ distributing meeting minutes.
Maintains the calendar and schedules appointments and meetings.
Ensures that mail is received, sorted, and forwarded to the appropriate person, which may include faxes and email.
Provides Travel Support for staff that includes, utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging and transportation reservations) and preparing travel authorizations and vouchers. Applies appropriate funding strings/budget authorization codes.
Coordinates, distributes and files copies of completed correspondence.
Reviews files and records and prepares them for inactive storage.
Maintains accurate and accessible electronic and hardcopy file systems. Performs a variety of related tasks such as making copies, scanning, and classifying, indexing, filing, storing and retrieving of material.
Provides assistance to Federal staff in conducting studies and analyses to improve the effectiveness and efficiency of administrative operations.
Identifies 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 implementation of new administrative policies, procedures and regulations.
Maintains documentation regarding laboratory expenditures and funding transactions.
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.
EDUCATION / EXPERIENCE
Bachelor's degree and a minimum of two (2) years relevant experience, or equivalent combination of education / experience. Advanced experience using software such as iEdison, ATAAPS (time and attendance) and Microsoft Office Suite (e.g. Word, Excel, Power Point, Publisher, SharePoint, Access, etc.).
CERTIFICATES / LICENSES / REGISTRATION
JOB 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
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.
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.
Ability to read, analyze, and interpret 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.