Administrative Specialist II - DOE Argonne Site Office/SC-CH Office of the Manager

Administrative Specialist II

This position will support senior-level staff in the SC-CH Office of the Manager and other organizations. This position is responsible for accurate data entry and retrieval; coordination, distribution, and filing of correspondence; answering phones and taking messages; maintaining calendars; maintaining files in accordance with DOE directives; and providing timely mail distribution and shipping services. They are also responsible for utilizing AdTrav and Concur automated travel management systems to make travel arrangements and prepare authorizations and vouchers. Position might also be responsible for entering time and attendance data into ATAAPS. The individual shall have experience in the operation of personal computers and the Microsoft Office Suite. This position may also fulfill other data entry, secretarial services, and records management duties as assigned.

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

• Providing timely and accurate data entry, data analysis, retrieval, and word processing services. The software includes, but is not limited to, iEdison, ATAAPS (time and attendance), and Microsoft Office Suite (e.g. Word, Excel, PowerPoint, Access, etc.)
• Preparation of documents, presentations, and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint, and Excel
• Receiving visitors
• Answering phones and taking messages
• Scheduling and supporting meetings/video conferences
• Making appointments
• Mail handling
• Providing travel support 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, applying appropriate funding strings/budget authorization codes
• Coordinating, distributing, and filing copies of completed correspondence
• Reviewing files and records and preparing them for retirement/inactive storage
• Maintaining files and providing records management in accordance with DOE directives.
• Program analysis:
• Provides assistance in conducting studies and analysis to improve the effectiveness and efficiency of administrative operations
• Identifies actual or potential problems, trends, significant management or program deficiencies, and areas of imbalance.
• Recommends corrective measures/actions to Federal managers and supervisors
• Evaluates current administrative practices and operating procedures to ensure new and changing requirements are met
• Finalizes reports related to the effectiveness of program activities
• Maintains guidance and instructions for the implementation of new administrative policies, procedures, and regulations.
• Maintains documentation regarding laboratory expenditures and funding transactions

Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required.

High school diploma or GED is required. An associate's degree is preferred.

2-3 years of relevant Administrative Support. Experience in supporting a team of Executive Leadership is preferred. Polished verbal and written communication skills. Ability to use computer systems, Microsoft Office software (Word, PowerPoint, Excel, Outlook). Ability to prioritize, multitask, and meet deadlines. Knowledge of record management best practices and procedures. Strong written and verbal communication skills with the capability of facilitating, briefing, speaking, and writing compelling papers/products. Exceptional organizational skills, ability to manage multiple concurrent tasks. Ability to work cooperatively, collaboratively, and respectfully with people inside and outside the organization to achieve mission goals.

Strategic Critical Thinking Synthesize complex data sets, policies, and stakeholder inputs to develop innovative, actionable solutions and forward-looking recommendations that drive mission success.

Executive-Level Interpersonal Skills Communicate with clarity, diplomacy, and influence across diverse audiences, including senior leadership, clients, and cross-functional partners, fostering strong professional relationships.

Enterprise Collaboration Lead and contribute to high-performing teams, partnering seamlessly with internal staff, clients, customers, and contractors to achieve strategic objectives and deliver measurable results.

Advanced Organizational Leadership Orchestrate competing priorities with precision, leveraging strong planning and execution capabilities to maximize operational effectiveness in the role of Senior Contract Specialist.

Adaptive Agility Navigate ambiguity and shifting priorities with resilience, proactively adjusting strategies and maintaining performance in dynamic, high-pressure environments.

Results-Driven Initiative Demonstrate a strong sense of ownership and accountability, consistently driving high-quality outcomes while advancing the Aleut Federal mission of shareholder value, client excellence, and community impact.

Aleut offers the following benefits to eligible employees: Health insurance, Dental/Vision insurance, Paid Time Off, Short- and Long-Term Disability, Life insurance, 401k and match

Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.