Administrative Specialist II - DOE Argonne Site Office

At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native\-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high\-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission. POSITION SUMMARY The contractor shall provide a broad range of administrative support services to the U.S. Department of Energy, Office of Science’s Chicago Office (SC\-CH). The SC\-CH is a critical element of SC program execution and implementation capability. SC\-CH is the provider of essential business and technical support to assigned SC Site Offices, other Headquarters program sponsors, and other federal agencies. SC\-CH facilitates the delivery of remarkable discoveries, advancing technology and the understanding of energy and matter, which perpetuates the well\-being of the United States. SC\-CH provides support under the CSC concept in the functional areas of: acquisition and financial assistance; technical; financial; legal; workforce management; and communications. The CSC is a virtual organization comprised of the combined support capabilities of the Chicago and Oak Ridge Offices. ESSENTIAL JOB FUNCTIONS This position will perform secretarial duties as assigned in coordination with Federal administrative support personnel. The Admin Specialist II position is responsible for providing accurate data entry and retrieval; coordination, distribution, and filing of correspondence; answering phones and taking messages; maintaining files in accordance with DOE directives; and providing timely mail distribution and shipping services. They are also responsible for keeping an inventory of basic office supplies, providing travel coordination assistance, and assisting in Records Management activities. The Admin Specialist II, at times, will be required to attend meetings for note\-taking purposes. The Admin Specialist II will also have experience in the operation of personal computers and the Microsoft Office Suite. This position may also fulfill other data entry, secretarial services, and records management duties as assigned. Work scope includes, but is not limited to, the following administrative support activities: Providing timely and accurate data entry, data analysis, retrieval, and word processing services. The software includes, but is not limited to, iEdison, ATAAPS (time and attendance), and Microsoft Office Suite (e.g. Word, Excel, PowerPoint, Access, etc.) Preparation of documents, presentations, and spreadsheets with Microsoft Word, Publisher, PowerPoint, SharePoint, and Excel Receiving visitors Answering phones and taking messages Scheduling and supporting meetings/video conferences Making appointments Mail handling Providing travel support 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, applying appropriate funding strings/budget authorization codes Coordinating, distributing, and filing copies of completed correspondence Reviewing files and records and preparing them for retirement/inactive storage Maintaining files and providing records management in accordance with DOE directives Program analysis: + Provides assistance in conducting studies and analysis to improve the effectiveness and efficiency of administrative operations + Identify actual or potential problems, trends, significant management or program deficiencies, and areas of imbalance + Recommends corrective measures/actions to Federal managers and supervisors + Evaluates current administrative practices and operating procedures to ensure new and changing requirements are met + Finalizes reports related to the effectiveness of program activities + Maintains guidance and instructions for the implementation of new administrative policies, procedures, and regulations. + Maintains documentation regarding laboratory expenditures and funding transactions .Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required. EDUCATION/TRAINING High school diploma or GED is required. An associate's degree is preferred. EXPERIENCE 2\-3 years of relevant Administrative Support. Experience in supporting a team of Executive Leadership is preferred. Polished verbal and written communication skills Ability to use computer systems, Microsoft Office software (Word, PowerPoint, Excel, Outlook) Ability to prioritize, multitask, and meet deadlines Knowledge of record management best practices and procedures Strong written and verbal communication skills with the capability of facilitating, briefing, speaking, and writing compelling papers/products. Exceptional organizational skills, ability to manage multiple concurrent tasks. Ability to work cooperatively, collaboratively, and respectfully with people inside and outside the organization to achieve mission goals. SKILLS/ABILITIES Strategic Critical Thinking – Synthesize complex data sets, policies, and stakeholder inputs to develop innovative, actionable solutions and forward\-looking recommendations that drive mission success. Executive\-Level Interpersonal Skills – Communicate with clarity, diplomacy, and influence across diverse audiences, including senior leadership, clients, and cross\-functional partners, fostering strong professional relationships. Enterprise Collaboration – Lead and contribute to high\-performing teams, partnering seamlessly with internal staff, clients, customers, and contractors to achieve strategic objectives and deliver measurable results. Advanced Organizational Leadership – Orchestrate competing priorities with precision, leveraging strong planning and execution capabilities to maximize operational effectiveness in the role of Senior Contract Specialist. Adaptive Agility – Navigate ambiguity and shifting priorities with resilience, proactively adjusting strategies and maintaining performance in dynamic, high\-pressure environments. Results\-Driven Initiative – Demonstrate a strong sense of ownership and accountability, consistently driving high\-quality outcomes while advancing the Aleut Federal mission of shareholder value, client excellence, and community impact. Aleut offers the following benefits to eligible employees: Health insurance Dental/Vision insurance Paid Time Off Short\- and Long\-Term Disability Life insurance * 401k and match Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. \#AGS \#zr Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.