Temporary Secretary Level II

Secretary II Scope

Level II Secretaries shall provide services and support to divisionlevel organizations or secondary support to a division level secretary.

• Performing general office tasks such as keeping simple records filing electronic and paper copy records and reports generating reports and presentations performing photocopying and collating documents letters and other office materials.
• Providing realtime scheduling support by coordinating and/or establishing office and virtual meetings booking appointments and preventing conflicts assembling established background materials as well as ensuring equipment is available and operational prior to events. As directed may attend meetings and record and report on proceedings.
• Scheduling and setting up conference rooms and/or offices for DOE Headquarters (HQ) teams and visitors as directed.
• Making travel arrangements such as booking flights cars and making hotel and restaurant reservations as well as processing authorizations and vouchers.
• Screening calls visitors and incoming correspondence and respond to requests for information concerning office procedures.
• Preparing routine nontechnical and complex correspondence and assisting in the preparation of various management reports and documents.
• Reviewing outgoing material and correspondence for internal consistency and conformance with agency procedures interfacing with technical staff to bring activities to closure.
• Coordinating information to facilitate completion of tasks and prepare presentation material.
• Performing data entry to enter retrieve change and present text tabulations or statistical data.
• Submitting requests or place orders as appropriate for printer and copier machine toners and cartridges and distribute accordingly.
• Supporting DOE Hanfords (ORP and RL) emergency management requirements forand 2440 Stevens Center Place by serving in a Staging Area Manager and/or Personnel Accountability Aide role. Duties as follows per DOE procedure DOEPROSES50465.

Requirements

Minimum of 46 years experience in an office or business environment (this can be a combination of education and work experience). Expertise in Microsoft Word Outlook Excel and schedule management.

Experience with multiple customers of a managers staff of 5 40 individuals).

Strong clerical administrative and organizational capabilities.

Proficiency in operating within the Microsoft Office environment familiarity with Microsoft messaging and collaboration software and highly functioning in Microsoft Office applications including Word Outlook Excel and PowerPoint and internet management tools to enable the employee to produce multiple administrative/clerical products as requested.

Familiarity with or ability to learn/use other technology management tools employed at Hanford to enable the employee to produce a number of administrative/clerical products.

Excellent responsiveness and customer service skills.

Ability to perform in a fastpaced high stress work environment on highly visible workloads with relative autonomy.

Ability to manage work environment and workload with minimum supervision based on knowledge of work priorities.

Ability to set and achieve goals working successfully as an individual contributor or as part of a team.

Ability to work well under pressure and within established guidelines.

Ability to develop high quality work products to include proper grammar spelling and punctuation in accordance with the DOE Hanford Correspondence Manual and general office materials/guides.

Compliance with site specific safety and security requirements including badging and office protocols.

Excellent communication skills.