Job Description

Location: Washington, District of Columbia
Title: Administrative Specialist III
Schedule (FT/PT): Regular Full Time
Travel Required: No
Clearance: Ability to Obtain

At LBYD Federal, "Large Firm Expertise, Small Firm Responsive", is our motto we live by and practice each day. With the capability to produce high quality designs in a fun, supportive and exciting atmosphere, we recognize our employees are our greatest asset. We offer an exciting variety of opportunities for employees to develop and grow their careers, working alongside diverse and supportive team members to achieve success. We maintain our responsiveness to clients and partners by allowing our employees the autonomy to achieve success.

Along with a competitive benefits package and 401(k) matching, we strive to maintain a 98% employee retention rate, by providing our employees endless growth opportunities. Unique opportunities such as a formalized mentorship program, professional development through North Wind University, a wellness program, celebrating our employees time with us through our employee service awards program, and many others meant to enhance the employee experience ultimately led to high employee satisfaction. Additionally, we strive to support the communities we live, work, and enjoy by taking part in community fundraisers, and volunteering through local and national organizations.

We give you the flexibility to achieve your best work by offering hybrid working options, while fostering a culture of inclusivity, equity and diversity, creating a workplace we feel everyone can achieve success. We take pride in the impact our employees make as leaders, no matter the level within the organization. You will be connected with like-minded, high achieving individuals upon joining our organization leading and participating in the most challenging designs across the world. POSITION PURPOSE:
The Administrative Specialist III will provide executive assistant support to the U.S. Department of Energy (DOE).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Will serve as the primary point of contact for input from DOE staff and outside groups
• Coordinate and schedule meetings and teleconferences utilizing Zoom and Teams
• Must assist with the preparation of background materials for meetings and conferences.
• Proofreads and coordinates communications requiring the signature/approval of the senior leadership for transmittal within DOE as well as externally.
• Must implement administrative policies
• Must answer telephones and take telephone messages
• Must manage calendars for senior leadership
• Provide Travel Support for Science Programs 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
• Coordinate, distribute, scan, and file copies of completed correspondence
• Draft and route correspondence and packages for comment as requested
• Demonstrated skill to work in a fast-paced environment with senior government officials
• Must be able to multi-task and shift priorities
• Must prepare visit requests and escort visitors

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Maintain a close and highly responsive relationship with the day-to-day activities of the managers, supervisors, and staff.
• Functions effectively in a team environment.
• Provide daily and/or monthly matrix reports to DOE and Contract Managers.
• Work efficiently and responsibly from remote locations if necessary.
• Responsible for keeping an immediate work area in a neat and orderly condition to ensure the safety of self and coworkers.
• Report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Immediately correct any unsafe conditions to the best of own ability.

MINIMUM QUALIFICATIONS

Education and Experience:

• HS Diploma or GED
• 6 years' experience office administration
• Experience with CONCUR and AdTrav.

Skills and Abilities:

• High level of proficiency in time management and ability to follow set procedures and processes.
• Ability to recall/retain a high volume of information/details.
• Effective communication is vital to prevent any misunderstandings and/or misinterpretations
• Proficiency in Microsoft Office Suite and Adobe.
• Knowledge of, or training in, Video Conference systems such as Microsoft Teams or Zoom, Adobe, and SharePoint sharing of documents.
• Excellent proofreading/copy editing skills are of particular importance, as all correspondence will be reviewed for grammatical and formatting accuracy by the person in this position before being reviewed and requiring the signature of Front Office Management.

Special Requirements:

• Ability to pass a background check and drug screening and/or obtain any required security passes and network access.

Preferred Qualifications:

• DOE Experience preferred

PHYSICAL DEMANDS

• This position is a sedentary role. While performing the duties of this job, the employee will be sitting for long periods of time but will also be required to stand, walk, and communicate with others, and light lifting up to 20 pounds.

WORKING ENVIRONMENT

• All work will be performed indoors.
• Exposure to standard office equipment and noise levels.

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation form to get assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.

Proof of citizenship will be required as a condition of employment.

Candidates may be required to obtain and hold a Secret or Higher US Government Clearance.

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