Administrative Specialist III LBYD Federal

Location:
Washington, District of Columbia

Title:

Administrative Specialist III
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 Administrative Specialist III will provide executive assistant support to the U.S. Department of Energy (DOE).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Will serve as the primary point of contact for input from DOE staff and outside groups
• Coordinate and schedule meetings and teleconferences utilizing Zoom and Teams
• Must assist with the preparation of background materials for meetings and conferences.
• Proofreads and coordinates communications requiring the signature/approval of the senior leadership for transmittal within DOE as well as externally.
• Must implement administrative policies
• Must answer telephones and take telephone messages
• Must manage calendars for senior leadership
• Provide Travel Support for Science Programs 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
• Coordinate, distribute, scan, and file copies of completed correspondence
• Draft and route correspondence and packages for comment as requested
• Demonstrated skill to work in a fast-paced environment with senior government officials
• Must be able to multi-task and shift priorities
• Must prepare visit requests and escort visitors

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• 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.

Education and Experience:

• HS Diploma or GED
• 6 years' experience office administration
• Experience with CONCUR and AdTrav.

Skills and Abilities:

• 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 and Adobe.
• 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.

Special Requirements:

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

Preferred Qualifications:

• DOE Experience preferred

• 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…