Administrative Assistant

This Position is Contingent Upon Contract Award
Citizenship: Must be a US Citizen
Clearance Required: None
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*Job Summary*

  • *The U.S. Energy Information Administration's (EIA) Office of Resource and Technology Management (ORTM) is the functional and technical organization of the executive leadership of EIA, the Administrator and Deputy Administrator. ORTM has a broad range of oversight and support activities, including human capital management development and liaison activities with DOE headquarters personnel operations, financial management, and program management/strategic planning. In performing these and related functions, ORTM cooperates with a wide range of other DOE programs and staff offices.

The scope of this effort supports the continued success of EIA and its mission in supporting the government’s data and policy for energy markets. Expertise shall include, but is not limited to, the following: human capital management planning and execution, coordination of technical independent expert reviews, assistance with coordination of seminars/conferences, business process improvement/strategic planning, financial systems analyst, and assisting with project management.*

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Roles and Responsibilities**
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  • Shall provide support for administrative office functions for EIA program offices as needed
  • Telephone support
  • Document tracking/filing
  • Back-up administrative support for other EIA offices as needed.
  • Time & Attendance (T&A)

o Accurately prepare and maintain T&A records for assigned staff*
o Submit accurate payroll information for processing
o Ensure all T&A is completed in a timely manner
o Ensure all certification is completed in a timely manner
o Setup new Federal employees in the ATAAP system in a timely manner and remove those employees from the system that leave the Agency
o Assist in issue resolution
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  • Training and Travel

o Maintain organized records of training and travel as needed by office*
o Submit training documentation in the CHRIS system
o Schedule travel and make necessary arrangements for staff
o Prepare travel authorizations and process vouchers, and coordinate all necessary paperwork for travel reimbursements
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  • Human Resource Documents Management and Assistance

o Prepare SF-52’s and other documents as needed*
o Track personnel actions to completion
o Retrieve, deliver, track documents as needed
o Provide clerical support to senior analyst
o Maintain electronic position description (PD) library
o Maintain electronic record of agency-wide awards for EIA tracking system
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  • MS Outlook & Conference Room Scheduling

o Manage multiple conference rooms including the allocation of resources*
o Coordinate scheduling of meetings to ensure maximum attendance
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  • Mail and Package Delivery

o Receive, sort, deliver, and slot mail to EIA Offices*
o Slot mail into individual mail slots at mail stop locations
o Provide mail and messenger services
o Receive, track and deliver packages (FedEx, UPS, etc.)
o Deliver and retrieve documents as needed to front office, HR, Procurement, Graphics, and other DOE organizations as needed
o Process certified and return receipt mail
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  • General Office Support

o Obtain supplies for EIA staff from supply store*
o Order specialty supplies from catalogues as required
o Track special supply orders and ensure timely receipt
o Ensure common office equipment is functioning – place service calls as required, order supplies
o Maintain accurate office telephone list
o Prepare and submit work orders for moves, adds or changes of telephone service
o Deliver used print cartridges and brown bags to correct locations at least once a week
o Maintain a neat, orderly office, mail area, and copy room
o Assist in assembly of reports and presentations
o Experience in Microsoft Excel formatting spreadsheets and using formulas
o Experience in Microsoft Word drafting and formatting documents
o Ability to proofread documents for grammar, punctuation and spelling.
o Ability to communicate verbally and in writing with all levels of a professional organization including senior executives
o Verbal and written communications are clear, accurate, concise, and well organized Responds appropriately and in a timely manner to customers
o Exhibits willingness to support others in the accomplishment of their assignments
o Meets deadlines, schedules, and commitments on assignments

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Education, Experience and Skills**
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  • High School or GED.
  • One or more years of experience with strong interpersonal skills, accuracy, attention to details, and computer literacy; able to provide general office support, mail and package delivery, document tracking/filing and act as back-up administrative support for other program offices; must provide Human Resource Documents Management and Assistance; must maintain MS Outlook & Conference Room Scheduling
  • Ability to interact professionally with all levels of staff and maintain the highest level of confidentiality; capable of handling sensitive issues.
  • Ability to manage executive calendars, strategically coordinating meetings, appointments, events, and travel arrangements
  • Must be able to prepare and maintain Time and Attendance records for staff
  • Maintain organized records of training and travel, as needed

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Physical Requirements / Travel**
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  • Normal office environment
  • Travel not required

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Azimuth Overview**
Azimuth is an award-winning Woman Owned Small Business specializing in providing research and development and professional services support to the federal government. Azimuth's agility, customer driven approach and our commitment to our employees allows us to meet and exceed our client goals. Excellence, Integrity, Accountability, Community and Humility are the core values of Azimuth as we continue to strive as a recognized leader in the management consulting community that both federal agencies and industry partners value doing business with. We are an organization that offers both our employees and clients an exceptional experience; our culture will be contagious, while always maintaining a genuine reputation.

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Disclaimer**
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
Azimuth Corporation does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
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Job Type: Full-time

Posted
11/14/2021
Salary Range
$33,000.00 - 52,000.00
per Year
Salary range estimated by
Location
Washington, DC 20002, US
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