Administrative Assistant III - DOE Office of Science

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

Contractor shall provide administrative services support associated with the U.S. Department of Energy, Office of Science, Office of Information Management (OIM). The contractor shall also provide backup administrative support as necessary to the Deputy Director for Field Operations.

ESSENTIAL JOB FUNCTIONS

The work scope includes, but is not limited to, the following administrative support activities:

• Implementation of administrative policies.
• Receiving visitors
• Answering telephones - taking telephone messages
• Scheduling and supporting meetings/video conferencing
• Maintaining calendars – scheduling appointments
• Providing Travel Support that includes: utilizing the AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging, and transportation reservations), and preparing travel authorizations and vouchers.
• Coordinating, distributing, scanning, and filing copies of completed correspondence
• Draft and route correspondence as requested
• Providing administrative support to mission projects, PAMS (Portfolio Analysis and Management System), and BEFAST (Budget Execution Formulation Analysis Support Tool).
• Scheduling PAMS and BEFAST meetings with OIM staff, contractor employees, and the functional working group
• Scheduling PAMS and BEFAST training and User Acceptance Testing
• Maintaining the PAMS Functional Working Group Leads’ calendar
• Completing the necessary paperwork to get contractors’ badges
• Requires knowledge and use of Microsoft Office Suite, SharePoint, Skype for Business and Teams, and other DOE administrative systems, e.g., Zoom, as required.

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
• Advanced education in Business Administration, Human Resources, or a related field is preferred

EXPERIENCE

• 3–5 years of administrative support experience, with a preference for supporting executive leadership teams
• Strong written and verbal communication abilities with a professional, polished style
• Proficient in computer systems, including Microsoft Office (Word, PowerPoint, Excel, Outlook), database tools, and document control systems
• Skilled at prioritizing tasks, managing multiple responsibilities, and meeting deadlines
• Familiar with standard office equipment such as fax machines, copiers, scanners, and shredders
• Outstanding interpersonal and communication skills
• Highly organized with strong attention to detail
• Capable of working effectively both independently and as part of a team

SKILLS/ABILITIES

• Advanced critical thinking and analytical skills, with the ability to evaluate complex information and develop strategic, solution-oriented recommendations
• Highly developed interpersonal and communication skills, fostering effective collaboration across diverse teams and organizational levels
• Demonstrated ability to build and maintain strong working relationships with internal stakeholders, clients, and external partners
• Exceptional organizational and project management capabilities, with a focus on prioritization, efficiency, and achieving high-impact outcomes
• Strong adaptability and resilience, effectively navigating shifting priorities and dynamic work environments.

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.

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