Secretary III - DOE Office of Acquisition & Business Services

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

Aleut Federal is seeking an organized, proactive Administrative Specialist to support the Department of Energy’s Office of Acquisition & Business Services (OABS). OABS oversees and supports procurement and financial assistance awards for site management offices serving the Department of Energy’s Office of Science national laboratories. The office also includes the Small Business Program and Contractor Industrial Relations organization.

The successful candidate will provide administrative and operational support to Acquisition Division leadership and staff. This position requires strong organization, attention to detail, communication skills, and the ability to manage multiple priorities and deadlines.

Essential Job Duties

• Manage calendars for the Acquisition Division Assistant Manager and Director.
• Schedule meetings, teleconferences, and conference calls.
• Prepare and update quad reports for upcoming meetings.
• Maintain the division accountability tracker and follow up on outstanding actions.
• Ensure staff complete required biweekly reports.
• Verify employee time entries and enter staff time when needed.
• Coordinate with the CSC-1 Office Manager to schedule the SMCRB.
• Assist with training and travel budgets and coordinate travel arrangements.
• Maintain employee work schedules and the division leave calendar.
• Track mandatory training requirements and associated due dates.
• Manage conference room schedules and serve as the division’s point of contact for space-management needs.
• Order and maintain office supplies.
• Proofread and edit Acquisition Division documents for accuracy, formatting, grammar, and completeness.
• Prepare and submit staffing packages to the front-office group.
• Coordinate administrative preparations for new hires before their first day and provide required division materials.
• Process incoming mail for the division.
• Review and distribute 301 notices for Congressional notification.
• Stage records for destruction in accordance with applicable records-management regulations and policies.
• Perform other related administrative duties as assigned.

Required Qualifications

• Prior experience providing administrative or executive-level support in a professional office environment.
• Strong organizational and time-management skills, with the ability to manage multiple assignments and deadlines.
• Excellent written and verbal communication skills.
• Strong proofreading, editing, and document-formatting abilities.
• Demonstrated ability to handle sensitive information with professionalism and discretion.
• Ability to work independently, anticipate office needs, and follow assignments through completion.
• Experience using Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
• Demonstrated ability to create, format, and update professional PowerPoint slides and presentations.
• Ability to learn and use electronic tracking, timekeeping, travel, and records-management systems.

Preferred Qualifications

• Experience supporting senior leadership or multiple managers.
• Experience in a federal government, acquisition, contracting, or procurement environment.
• Familiarity with records management, travel coordination, timekeeping, and action-item tracking.
• Experience monitoring recurring reports, training requirements, and administrative deadlines.

Work Environment

The Government will provide office space, a laptop, and associated peripheral equipment. This position requires regular coordination with Government leadership, staff, and other administrative support personnel.

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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