Location: Germantown, MD
Title: Administrative Specialist II
Schedule (FT/PT): FT
Travel Required: As Needed
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 Assistant II will provide administrative support to the Director, Research Division (RD) and RD staff as well as, supporting administrative tasks for the Facilities, Operations, Projects (FOPS) Division and FES Associate Director on an ad hoc basis.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Managing RD Director Outlook calendar (e.g., scheduling Outlook meetings, accepting meeting requests on behalf of Director, and confirming RD Director availability), including interactions with high-level DOE federal and laboratory senior management, and international partners.
  • Maintaining RD Outlook office calendar (leave and travel).
  • Implementing administrative duties consistent with SC policies and practices.
  • Ensuring RD enters pay period time and leave in the Automated Time, Attendance and Production System (ATAAPS) for RD time and attendance, and verifying all approved leave is properly entered and accounted for and request certification from RD Director.
  • Preparing and routing correspondence as requested by RD Director and RD staff, and when required, entering all formal correspondence packages into the Science Management Action and Record Tracking (SMART) system for tracking and processing, and tracking correspondence status through the SMART system to completion.
  • Coordinating and scheduling Zoom and Teams tele-videoconferencing meeting requests, including the need to coordinate with other DOE or other governmental organizations and international partners.
  • Preparing (domestic and international) travel authorizations and vouchers in the Concur travel management software system for the RD Director and RD staff.
  • Preparing and monitoring international travel requirements through the DOE Foreign Travel Management System (FTMS); including resolving travel issues as needed and closing out trips in FTMS when completed.
  • Ensuring international travel documents are completed including requests for Visas, Passports, and requesting international IT equipment for RD Director and RD staff when requested.
  • Maintaining and utilizing RD filing system to permit access, storage and/or retrieval of records/files from the SC electronic file system, and navigating the SC/FES SharePoint portals to add, delete, and update information, such Meeting agenda, FES Meetings List, etc.
  • Provide Data Entry support and answer data call requests for various RD tasks / processes including but not limited to the PEMP Lab Rating Tool, SC Conference Attendance Data Calls, etc., using MS Office Suite applications.
  • Maintaining and ordering office supplies for FES.
  • Picking up and delivering mail, conference room keys, Federal Express and courier packages for FES.
  • Answering telephone calls to the RD Director and/or RD staff; taking messages.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

  • Processing visitor requests using eDOCS ENGAGE and FACTS Systems. Meeting FES visitors, serving as an escort, if necessary.
  • Preparing /assembling presentation materials for RD Director and/or RD staff, as needed.
  • Track progression of review statuses and due dates, using ePerformance. Make edits, create plans, and serve as the proxy for RD Director, if needed.

MINIMUM QUALIFICATIONS:

Education and Experience:

  • HS Diploma
  • 3-5 years relevant experience

Skills and Abilities:

  • High level of proficiency in time management and coordination of multiple tasks.
  • Proficiency in Microsoft Office Suite, and knowledge of, or training in, other Office of Science and DOE information systems

PREFERRED QUALIFICATIONS

  • Administrative experience in the federal contracting industry

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.

WORKING ENVIRONMENT:

All work will be performed indoors.



    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.