Administrative Support Specialist (Full-time)

Project Enhancement Corporation (PEC), and its team of consulting firms, focus on providing Project Management and specialized technical consulting services in the areas of emergency operations, nuclear incident response, nuclear safety, worker safety and health, quality assurance, environment as well as materials and facilities disposition within the DOE and commercial power industry. The team is comprised of the following firms: PEC, Centaur and MAS, each offering its own comprehensive and competitive compensation and benefits package.

Location:      Department of Energy (DOE) Headquarters, Germantown, MD

We are seeking an Administrative Support Specialist to support one of our federal clients at the DOE. Candidates may be available to report in person to the Germantown facility, semi-regularly 1-2 days a week on an as needed basis.

Responsibilities:

• Provide administrative support to senior leadership to include managing schedules, office visits, briefing material, assigned tasks and due dates.
• Resolve conflicting priorities and orchestrate changes to the calendar, as required, which may include coordination, verification, and scheduling of meetings with senior government personnel, staff, contractor, and academia personnel.
• Assure high quality correspondence and other documents that follow the standard established for the office and shall be appropriate for senior level government officials.
• Perform complex and routine administrative duties including but not limited to day-to-day operations and forward-planning for internal and external events, as well as assisting with maintaining office spreadsheets and files.
• Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audio visual support, etc.) for meetings and/or events, which may involve handing of sensitive information.
• Draft, review and edit all correspondence such as e-mails, memos, and other forms of communication.
• Provide administrative support as needed, including receptionist duties and senior office administration.
• Prepare drafts, proofread, and format correspondence.
• Answer and direct telephone calls.
• Schedule, maintain and monitor multiple calendars, including meetings/appointments.
• Organize, facilitate and attend meetings, record minutes, notes during the events.
• Prepare and dispatch correspondence (Unclassified) and distribute mail.
• Assist with ordering supplies and maintain paperwork of incoming supplies.
• Maintain action tracking systems, records and office Telephone Directories.
• Make travel arrangements.
• Acquire, assemble and input federal employees time and attendance into the federal payroll system.
• Research and gather data, edit as needed and transmit weekly report submissions.
• Analyze reports for discrepancies and make necessary corrections before distribution.
• Work closely with clients to ensure all deadlines are met.
• Maintain communication with varied contacts within the client’s many work sites.
• Maintain initiative, flexibility, and cooperation in a team environment.
• Demonstrate strong customer service, experienced in interacting directly with clients and possess the ability to foresee client’s needs and provide solutions.
• Possess exceptional written, oral and interpersonal skills.
• Must be detailed-oriented self-starter and have the ability to work independently.

Required Qualifications:

• 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.
• Experience in office administration and records management activities.
• Experience in performing executive office type activities such as word processing; correspondence preparation; editing; meeting, 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.
• Must be customer service oriented, experienced in interacting directly with clients and possess the ability to foresee client’s needs and provide solutions and recommendations.
• Must possess exceptional analytical capabilities.
• Must possess good written, oral and interpersonal skills.
• Ability to understand and follow complex directions/instructions.
• Willingness to work in an environment that changes rapidly and requires occasional variance in hours.
• Must be detail-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.
• 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.
• Certain positions requiring a security clearance may require the periodic successful completion of a counterintelligence-scope polygraph examination.

Desired or Preferred Qualifications:

• Knowledge of DOE sites and types of operation.
• Familiarity with DOE program office procedures and tracking systems.