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SUMMARY

The Administrative Specialist provides a broad range of administrative support services for the U. S. Department of Energy (DOE), Office of Science, Office of High Energy Physics (HEP).

ESSENTIAL DUTIES AND RESPONSIBILITIES

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.

The contractor will be responsible for processing and providing administrative support services to HEP, including providing support to the Division Director (DD) in the Facilities Division. The duties require a high level of proficiency in time management and coordination of multiple tasks.

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

Implement administrative policies and practices related to HEP research.

Manages the daily schedule of the DD which will include interaction with high-level DOE federal and

laboratory senior management, and international partners.

Coordinates ZOOM meetings with outside participants and answers phone.

Works with office staff to arrange logistics for visitors.

Completes HEP Office Visit Checklist prior to meeting and forwards to SC Security Office.

Prepares memorandum to security in advance of meeting to include FACTS security form for foreign national visitors.

Prepares travel authorizations and vouchers for the HEP DD.

Prepares international travel authorizations and vouchers in CONCUR for staff; prepare and monitor international travel requirements through FTMS; resolve travel issues as needed.

Ensures international travel documents are completed including requests for Visa’s, Passports, and international IT equipment.

Prepares internal memos, reports and concurrence packages for DD and HEP staff.

Drafts, formats and routes correspondence as requested and required.

Prepares Charge Letters, Project Review Memorandums and Final Project Reports.

Tracks correspondence.

Maintains and utilizes office filing system to permit access and retrieval of required information of electronic files.

Navigates documents on the SharePoint portal to add, delete, and update information.

Completes the WAG form for HEP staff’s attendance at international ceremonies.

Picks-up mail, conference room keys, Federal Express and courier packages.

Provides backup to administrative staff as needed.

Provides overall administrative support to the Office and other duties as assigned.

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.

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 r eport any violations 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 and legacy administrative systems as required. Administrative Specialist II – 1 -year certificate from college or technical school and 1 year of experience.

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.

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 organization

MATHEMATICAL 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 situations

PHYSICAL 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.

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