Secretary III - DOE ORNL Office Site

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 Oak Ridge National Laboratory (ORNL) Site Office (OSO) provides stewardship and contract management of the Department of Energy (DOE) performance-based management and operating contracts for the safe, secure, effective, and efficient operation of the Oak Ridge National Laboratory (ORNL) and the Oak Ridge Institute for Science and Education (ORISE) in Oak Ridge, Tennessee. ORNL’s primary mission is to deliver scientific discoveries and technical breakthroughs needed to realize solutions in energy and national security and provide economic benefit to the nation; ORISE creates and promotes collaborative partnerships among academia, government and industry to strengthen the nation’s scientific research and education enterprise. The OSO is responsible for program implementation, acquisition management, and laboratory stewardship at ORNL and ORISE in support of DOE’s missions.

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

• Receive, review, and process all incoming mail, action items, and correspondence, updating official records and distributing promptly. Manages correspondence-tracking systems (such as the Correspondence Action Tracking System (CATS), an internal database) to assign and monitor actions, ensuring timely responses.
• Coordinate preparation and internal review of site office documentation, including logging, reviewing, and finalizing diverse written correspondence (such as letters, memos, procedures, assessments, reports) to ensure adherence to proper format, grammar, and DOE correspondence standards. Create and manage associated entries in OSO’s system for logging documents (DocLog).
• Maintain, distribute, and archive all official written correspondence and programmatic records. Create, update, and disposition technical and correspondence files, ensuring data integrity across the OSO DocLog System and other approved tracking systems.
• Develop and maintain internal tracking mechanisms, such as spreadsheets, for OSO actions and correspondence, including the assignment of DOE report numbers. Research and compile information from various sources to assist staff in preparing specialized documents and reports.
• Facilitate processing of Strategic Partnership Projects (SPPs) by managing proposal uploads, recording acceptances, coordinating funding obligations, and preparing correspondence. Track and manage open SPP budget actions to ensure timely approval and execution.

Maintain highly responsive relationship with OSO staff, collaborates effectively in a team environment, manage tasks efficiently, and provide administrative backup support to the front office executive assistant as needed.

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 or Bachelor’s degree is preferred.

EXPERIENCE

• 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

• Critical Thinking: Review information, identify discrepancies, and support accurate and timely completion of administrative actions.
• Professional Communication: Communicate clearly and professionally with staff, leadership, customers, and external stakeholders.
• Collaboration: Work effectively with internal staff, customers, contractors, and other stakeholders to support office requirements.
• Organization and Prioritization: Manage competing assignments, maintain accurate records, and meet established deadlines.
• Adaptability: Adjust to changing priorities, procedures, and workload requirements.
• Initiative and Accountability: Take ownership of assigned responsibilities and consistently produce accurate, high-quality work.
• Administrative Systems Proficiency: Learn and effectively use correspondence, records, tracking, and document-management systems.
• Attention to Detail: Ensure documents, records, trackers, and correspondence are complete, accurate, and properly formatted.

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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