Administrative Assistant

Administrative Assistant

Administrative Assistants shall also provide support at a higher level which may include

Assistant Manager Deputy Manager and Manager organizations and shall demonstrate

deeper levels of competence capability and understanding of the work environment.

Administrative Assistants shall also complete tasks at higher levels of complexity and volume

and serve as a lead for Level II Level III and Senior Level III Secretaries. Additionally

Administrative Assistants shall not only facilitate oversee and perform quality control for

work performed by Level II Level III and Senior Level III Secretaries but will also provide

training guidance and instruction for work processes software programs applications used

correspondence preparation and perform peer reviews of completed work products for

internal consistency and conformance with agency procedures.

In addition to Secretary II Secretary III & Senior Secretary III duties:

Developing and maintaining how-to and training guides for work processes.

Providing new Level II Level III and Senior Level III Secretaries with DOE organizational

charts building layouts emergency protocol in case of fire arrange for conference room

tutorial; assist with obtaining access to systems software and shared areas.

Providing new Level II Level III and Senior Level III Secretaries training guidance and

instruction for work processes software programs applications and correspondence

preparation.

Serving as a lead for Level II Level III and Senior Level III Secretaries.

Assisting Managers Office with responses to questions from Level II Level III and Senior

Level III Secretaries regarding correspondence preparation and work processes.

Tracking Level II Level III and Senior Level III Secretaries work schedules and leave to

ensure appropriate coverage at all times.

Also knowledgeable and able to provide the support of the following levels:

Secretary II

Level II Secretaries shall provide services and support to division-level 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 real-time 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 non-technical 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 for

and 2440 Stevens Center Place by serving in a Staging Area Manager and/or

Personnel Accountability Aide role. Duties as follows per DOE procedure DOE-PRO-SES-

50465.

Secretary III

Level III Secretaries shall provide support to division level or direct report organizations that

include tasks at a higher level of complexity and volume. Level III Secretaries shall demonstrate

deeper levels of competence capability and understanding of the work environment.

Additionally Level III Secretaries may perform cross-functionality for other organizations.

In addition to Secretary II duties:

Assisting with day-to-day management of office supplies to include coordinating

requirements tracking deliveries assisting with placing orders and ensuring office

supply needs are met.

Maintaining office supply inventories and organizing deliveries to and from the Stevens

Center Complex (and 2440 Stevens Center Place in Richland WA).

Assisting with market research to support and maintain office supplies and other

ancillary services.

Collecting data to support budgeting activities for additional office supplies and/or

ancillary service needs.

Assisting federal counterparts with P-Card purchase actions and ensuring actions

comply with DOE-Hanford procedures.

Senior Secretary III

Senior Level III Secretaries shall provide support at a higher level which may include Assistant

Manager Deputy Manager and Manager organizations and shall demonstrate deeper levels

of competence capability and understanding of the work environment. Senior Level III

Secretaries shall also complete tasks at higher levels of complexity and volume. Additionally

Senior Level III Secretaries shall facilitate oversee and perform quality control for work

performed by Level II and Level III Secretaries and perform cross-functionally for other

organizations.

In addition to Secretary II & Secretary III duties:

Assisting with day-to-day management of office supplies to include coordinating

requirements tracking deliveries assisting with placing orders and ensuring office

supply needs are met.

Maintaining office supply inventories and organizing deliveries to and from the Stevens

Center Complex (and 2440 Stevens Center Place in Richland WA).

Assisting with market research to support and maintain office supplies and other

ancillary services.

Collecting data to support budgeting activities for additional office supplies and/or

ancillary service needs.

Assisting federal counterparts with P-Card purchase actions and ensuring actions

comply with DOE-Hanford procedures.

Facilitating overseeing and performing quality control for work performed by Level II

and Level III Secretaries.

Administrative Assistant

Minimum of 8-10 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)

Assists and/or back-up for senior level managers office secretary as needed.

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.

Compliance with site specific safety and security requirements including badging and

office protocols.

Excellent communication skills.

LOCATION:

Work shall be conducted at the DOE Richland Operations Office Office of River Protection

The Hanford Site and Richland WA. Support staff are expected to provide in-office support

and are expected to work a 40-hour work week. Five 8-hour days is the standard work

schedule with alternate work schedules approved as required to maintain alignment with the

organization(s) being supported. Telework may be approved on an as-needed basis at the

discretion of the Technical Monitor (TM) in consultation with the Contracting Officer (CO).