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North Wind Group · 3 months ago

Secretary III 04002 LBYD Federal

OAK RIDGE, TN

Full-time

Onsite

Mid, Senior Level

6+ years exp

North Wind Group is a company that provides high quality engineering, architecture, and professional services. The Secretary III will provide administrative support to the U.S. Department of Energy (DOE), managing correspondence, documentation, and maintaining records to ensure efficient operations.

ConsultingGovernment

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Provide administrative support to DOE by preparing letters, memos, proposals, DOE procedures, work practices, assessments, and concurrence page correspondence as directed by staff per DOE written standards

Creates associated DOE DocLog System entries and updates as appropriate

Designs, organizes and maintains specialized and custom forms, records, reports, files, and logs to support work processes in areas of assigned responsibility

Designs, develops, and maintains spreadsheets requiring data interpretation and guidance; creates, maintains, and updates files; removes and archives inactive records or files; researches and assembles information from a variety of sources for the completion of specialized forms and reports; copies documents and other materials as directed

Sort mail and place it in their respective mailboxes, creating Correspondence Action Tracking Systems action and sending it out as a mail link when necessary

Supports the Strategic Partnership Projects (SPP) by entering and saving SPP acceptances, emailing funding obligations to sponsors, and preparing Contracting Officer letter requests, counterintelligence, and acceptances

Responsible for all routing, approval, and record management responsibilities for DOE

Ensures foreign travel is conducted in accordance with applicable standards and requirements using the Foreign Travel Management System

Maintain a close and highly responsive relationship with the day-to-day activities of the managers, supervisors, and staff

Functions effectively in a team environment

Provide daily and/or monthly matrix reports to DOE and Contract Managers

Work efficiently and responsibly from remote locations if necessary

Responsible for keeping an immediate work area in a neat and orderly condition to ensure the safety of self and coworkers

Report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Immediately correct any unsafe conditions to the best of own ability

Qualification

Microsoft Office SuiteVideo Conference systemsProofreadingTime managementInformation retentionDocument managementRecord managementFile organizationEffective communicationTeamwork

Required

HS Diploma or GED

6 years' experience office administration

High level of proficiency in time management and ability to follow set procedures and processes

Ability to recall/retain a high volume of information/details

Effective communication is vital to prevent any misunderstandings and/or misinterpretations

Proficiency in Microsoft Office Suite

Knowledge of, or training in, Video Conference systems such as Microsoft Teams or Zoom, Adobe, and SharePoint sharing of documents

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 requiring the signature of Front Office Management

Ability to pass a background check and drug screening and/or obtain any required security passes and network access