Administrative Specialist II 03686 LBYD Federal

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