Secretary performs various clerical and secretarial duties such as filing, typing, copying documents for an individual, office, business unit, department, or other organization group. Screens and transfers calls, arranges meetings, and compiles basic information for routine reports or other materials. Being a Secretary may distribute mail, handle travel accommodations and maintain office supplies. Has basic word processing, spreadsheet, and graphics software skills. Additionally, Secretary requires a high school diploma or its equivalent. Typically reports to a supervisor or manager. The Secretary possesses a moderate understanding of general aspects of the job. Works under the close direction of senior personnel in the functional area. May require 0-1 year of general work experience. (Copyright 2024 Salary.com)
Description
The United States Department of Energy (DOE), Hanford, requires Office Administrative
Support Services to support the Government’s management of the Hanford Site in Richland,
Washington.
Secretary for DOE Hanford Division Directors and Assistant Managers. Perform general and
complex secretarial tasks to include correspondence control, word processing, conferences,
meetings, travel arrangements using electronic travel system, and report preparation. Duties
include:
o Screening calls, visitors, and incoming correspondence and respond to requests
for information concerning office procedures.
o Prepare routine non-technical and complex correspondence, and assist in the
preparation of various management reports and documents.
o Coordinate information to facilitate completion of tasks and prepare
presentation material.
o Review outgoing material and correspondence for internal consistency and
conformance with agency procedures, interface with technical staff to bring
activities to closure.
o Schedule appointments, make arrangements for meetings and assemble
established background material; as directed may attend meetings and record
and report on proceedings.
o Schedule and set up conference rooms and/or offices for DOE HQ teams and
visitors as directed.
o Perform data entry to enter, retrieve, change and present text, tabulations, or
statistical data.
o Submit requests or place orders, as appropriate, for printer and copier machine
toners and cartridges and distribute accordingly.
o Prepare paperwork for office moves coordinating with the Facility Manager and
Hanford Management.
o Maintaining office supply inventories and organizing deliveries to and from the
Stevens Center Complex (2420, 2430, and 2440 Steven Center in Richland,
WA).
• Assisting with market research to support and maintain office supplies
and other ancillary services.
• Collecting data to support budgeting activities for additional office
supplies and/or ancillary service needs.
• Assisting federal counterparts with P-Card purchase actions, and
ensuring actions comply with DOE-Hanford procedures.
• Assisting with day-to-day management of office supplies to include
coordinating requirements, tracking deliveries, assisting with placing
orders, and ensuring office supply needs are met.
Requirements
Experience and qualification information-
• Minimum of 6-10 years’ experience in an office or business environment. (this can be a
combination of education and work experience). Expertise in Microsoft Word, Outlook,
Excel and schedule management.
• Experience with multiple customers of a manager’s staff of (5 - 40 individuals)
• Assists and/or back-up for Manager’s Office Secretary as needed.
The Contractor Personnel must demonstrate:
• Strong clerical, administrative, and organizational capabilities.
• Proficiency in operating within the Microsoft Office environment, familiarity with
Microsoft messaging and collaboration software, environment and highly functioning
in Microsoft Office applications, including Word, Outlook, Excel, and PowerPoint, and
internet management tools to enable the employee to produce multiple
administrative/clerical products as requested.
• Familiarity with or ability to learn/use other technology management tools employed at
Hanford to enable the employee to produce a number of administrative/clerical
products.
• Excellent responsiveness and customer service skills.
• Ability to perform in a fast-paced, high stress work environment on highly visible
workloads with relative autonomy.
• Ability to manage work environment and workload with minimum of supervision, based
on knowledge of work priorities.
• Ability to set and achieve goals, working successfully as an individual contributor or as
part of a team.
• Ability to work well under pressure and within established guidelines.
• Ability to develop high quality work products, to include proper grammar, spelling,
and punctuation in accordance with the DOE Hanford Correspondence Manual and
general office materials/guides.
• Compliance with site specific safety and security requirements, including badging and
office protocols.
• Excellent communication skills.
• Good time keeping practices including good attendance habits.
• High School Diploma.
• U.S. Citizenship.
The Contractor will be measured against these performance standards periodically utilizing the
Quality Assurance Surveillance Plan.
Working Hours
The Contractor shall provide support staff on a full-time basis with work hours consistent with
normal business hours at DOE Hanford. Specific work-schedules may be set by the
Government as determined to best support mission requirements. 40-hour work weeks with 5,
8-hour days is the standard work schedule with alternate work schedules approved, as required,
to maintain alignment with the organization(s) being supported.
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