North Wind Group

Location: Oak Ridge, Tennessee
Title: Administrative Specialist II
Schedule (FT/PT): Regular Full Time
Travel Required: No
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 contractor shall provide administrative services support associated with the U.S. Department of Energy, Office of Science. The contractor shall provide a broad range of administrative support services in functional areas that include administrative services, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The work scope includes, but is not limited to, the following administrative support activities:

  • Serving as the primary point of contact for input from DOE staff and outside groups for the Site Office Manager (SOM) and Deputy Site Office Manager (DSOM), Oak Ridge National Laboratory (ORNL) Site Office (OSO).
  • Managing the schedule for the SOM/DSOM, including scheduling in person meetings and video conferences. This includes:
  • Working with other offices and staff to find appropriate times.
  • Printing out read ahead material in advance for the SOM/DSOM when they are in the office.
  • Providing OSO created read ahead to meeting attendees on behalf of the SOM/DSOM.
  • Contact ORNL A/V support for larger meetings to ensure Teams/Zoom meeting link, microphones, presentation support, etc., are in place.
  • Reserve Conference Rooms for OSO.
  • Maintain strong working relationships with DOE Administrative Professionals, as well as Administrative Professionals at ORNL, ORISE, ORAU, and withing the Greater Knoxville community.
  • Implementing administrative policies.
  • Responsible in aiding in own self-development by being available and receptive to all training made available by LBYD as well as DOE and ORNL.
  • Drafting and routing correspondence as requested.
  • Proofreading and coordinating communications requiring the signature/approval of the SOM/DSOM for transmittal within DOE as well as externally.
  • Answering telephones and taking telephone messages.
  • Providing Travel Support that includes:
  • Utilizing the Concur and AdTrav automated travel management systems.
  • Making travel arrangements (e.g., airline, lodging and transportation reservations).
  • Preparing travel authorizations and vouchers.
  • Preparing travel packets for travelers to include tickets, authorization, itinerary, and any pertinent information the traveler may need.
  • Input receipts and final costs for travel voucher upon the traveler’s return, to include reconciling any differences in projected versus final travel cost.
  • Coordinating visitor access, including ensuring paperwork for foreign visitors is processed, etc.
  • Utilize the ORNL Personnel Access System (PAS) to ensure all visitors to ORNL are accounted for. Assisting with time and attendance for OSO staff in the DOE Automated Time Attendance and Production System (ATAAPS).
  • Records daily accountability for Office of the Manager employees.
  • Maintaining up to date OSO organizational lists (e.g., phone directory, work schedules, etc.) and ensuring they are posted on the OSO SharePoint site as well as providing copies to the SOM and DSOM.
  • Procuring office supplies when depleted or requested.
  • Coordinating OSO office space activities, including arranging for movers, IT services, key and phone requests, badging, safety glasses, safety shoes, maintenance/facilities requests, etc.

MINIMUM QUALIFICATIONS:
Education and Experience:

  • High school diploma and a minimum of 3-5 years of relevant administrative support experience, or an equivalent combination of education, training, and experience required.

Skills and Abilities:

  • The contractor should be highly adaptable in vibrant and quickly moving office environments, and capable of balancing multiple, quick turnaround, high priority tasks. This includes possessing strong communication skills and teamwork skills, including the ability to process and summarize complex information clearly and succinctly. Effective communication is vital to prevent any misunderstandings and/or misinterpretations.
  • Requires knowledge and use of Microsoft Office Suite, Adobe Pro, SharePoint, ORNL Enterprise systems such as the Personnel Access System (PAS) and Marketplace (EProp) supporting OSO activities, and other DOE legacy administrative systems as required.
  • The contractor should have exceptional organizational skills, including keeping track of multiple calendars, tracking meetings and activities, and scheduling conferences and business travel. This includes the ability to prioritize scheduling demands quickly and efficiently, often without specific direction from management.
  • Excellent proofreading/copy editing skills are of particular importance, as all correspondence will be reviewed for grammatical and formatting accuracy by the person in this position before being reviewed and signed by Front Office Management.
  • The ability to maintain a consistent work schedule during core hours to meet the needs of staff.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee will be required to stand, walk across the lab campus, bend, climb stairs, and light lifting up to 20 pounds.

WORKING ENVIRONMENT:

  • Primarily indoors in an office setting.
  • Exposure to standard office equipment and noise levels.


    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.

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