Administrative Support Specialist

Location:    Washington, DC (Forrestal Building)

Administrative Support Specialist supporting the Associate Under Secretary for Environment, Health, Safety and Security in the Office of Special Operations (EHSS-1.3) at the Department of Energy (DOE), in Washington, DC. The position has access to classified and sensitive information and demands the highest degree of public trust.

• This position is on-site five days a week for the initial onboarding and training (about two months), then transitioning to a hybrid role (3 days/week on-site).
• The position primarily involves travel coordination and time attendance assistance for federal employees, as well as other administrative duties required by the Director.

Responsibilities:

• Develop, manage, implement and maintain the Time and Attendance (T&A) Tracker Database to track, report and/or accounts for special T&A accountability (i.e., Law Enforcement Availability Pay (LEAP) hours, comp time, OT, night differential, etc.).
• Serves as the T&A Officer to ensure accurate reporting for the Director’s certification on biweekly submission to payroll. Serves as the liaison between the office and payroll regarding employees leave records.
• Responsible to prepare all traveler authorizations along with vouchers for support personnel. Serves as the subject matter expert for the current agency travel system and ensures information is correctly forwarded/inputted into the Foreign Travel Management System (FTMS). Prepares documentation required for official passports and necessary visas for overseas travel.
• Provide administrative support as needed, including receptionist duties and senior office administration.
• Organize, facilitate and attend meetings; record minutes, notes during the events; prepare and dispatch correspondence and distribute mail.
• Maintain action tracking systems, records and office Telephone Directories.
• Analyze reports for discrepancies and make necessary corrections before distribution.

Required Qualifications:

• The qualified candidate must be a U.S. citizen and possess an active “Q” or TS security clearance. The candidate’s written consent to conduct a background check for the purposes of maintaining a security clearance will be required as a condition of employment.
• Must possess a high school diploma or state equivalent and 12 years of experience, or a bachelor’s degree from an accredited college or university and 10 years of experience.
• Willingness to work in a dynamic environment with rapidly changing requirements and occasional variance in hours.
• Understand the requirements for the protection and handling of classified matter to include marking, destruction, and reproduction.
• Experience in performing executive office type activities such as word processing; correspondence preparation; staff and executive scheduling.
• Experience and demonstrated ability in state-of-the-art word processing, spreadsheet, and graphics programs, electronic mail, computer-based scheduling and other office related computer programs.
• Demonstrated ability to handle and prioritize multiple tasks and subject areas.
• Be customer service oriented, experienced in interacting directly with clients and possess the ability to foresee client’s needs and provide solutions.
• Possess good written, oral and interpersonal skills.
• Must be detailed-oriented self-starter and have the ability to work independently.
• Ability to sit for extended periods and perform work in an office environment, including extensive use of computers.
• Certain positions requiring a security clearance may require the periodic successful completion of a counterintelligence-scope polygraph examination.
• Ongoing reviews and tests for the absence of any illegal substances may be conducted as a requirement for ongoing access to DOE sites. The candidate’s written consent to conduct such tests will be required as a condition of employment.

Desired Qualifications:

• Experience working with Automated Time Attendance and Production System (ATAAPS) and Concur (travel system).
• Familiarity with DOE travel policies and procedures for domestic and foreign travel and Temporary Duty (TDY) Travel Allowances.
• Experience in the DOE complex.