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Administrative Specialist- Level I
Lindahl Reed, Inc. Washington, DC
$53k-66k (estimate)
Full Time | Business Services 11 Months Ago
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Lindahl Reed, Inc. is Hiring a Remote Administrative Specialist- Level I

Job Description
Job Description
Title: Administrative Specialist – Level I
Location: Department of Energy’s (DOE)
Office of the Ombudsman,
1000 Independence Avenue SW
Washington, DC 20585
Job Type: Hybrid (Onsite and Remote)
Salary: Commensurate with experience
Experience: 2 years in general office duties such as word processing, filing, data
input, and answering telephones. Minimum two years’ direct experience.
Education: High School Diploma
Contract Duration: May 5, 2023 – September 30, 2023
Date Updated: April 22, 2023
Company Description
Now is the time to join Lindahl Reed, Inc. Lindahl Reed is a professional services company that provides program management, engineering and technical, and management advisory services
to federal, state, institutional, and commercial customers nationwide. We offer expertise in
health, energy, and environmental markets. Lindahl Reed was founded on the belief that we
can advance to a safer, healthier, and more resilient and sustainable world. Our solutions allow
clients to work smarter and gain unique insights and understanding into their organization as
well as improve decision-making to help meet their mission, business, compliance, and
operational challenges – now and into the future. We are hiring creative, motivated, and
talented people with a passion for doing what's right, what's smart, and what works.
Benefits
The following benefits are available to benefit-eligible employees:
  • Medical Benefits
  • Dental Benefits
  • Vision Benefits
  • Retirement Plan
  • Basic Life and Long-Term Disability
  • Flexible Spending Account
  • Time Off With Pay
  • Professional Development
Description/Job Summary
Lindahl Reed is hiring an Administrative Specialist to support The U.S. Department of Energy’s
(DOE), Office of the Ombudsman (Ombuds) in Washington, DC. Lindahl Reed is looking for
qualified candidates to provide high quality customer service and daily office support in general clerical and administrative duties. Requires the ability to provide Administrative Support Services for Ombuds perform tasks using the Department of Energy’s automated time and attendance system and automated travel and training systems. Collate information into meaningful reports and presentation material. General knowledge of government documents and procedures.
The Administrative Specialist will perform the following tasks:
  • Greet and assist visitors (if/when onsite), answer organizational phones, and review the Ombuds email inbox throughout the day and direct customers to the concerned office or employee. Maintain the Ombuds email inbox in accordance with established procedures, and as requested, respond to emails or route to appropriate team member. Answer or direct customer inquiries promptly and courteously.
  • Manage calendar and daily schedule for the Director and team members (Ombuds Team). Coordinate meetings to include scheduling, setting up virtual meetings or conference rooms (if/when onsite), and securing proper equipment for internal and external events between the Director and other senior level officials. Be mindful of rank and position when scheduling events. Remind Ombuds Team members of their meetings and update calendars as schedule changes occur throughout the day. Distribute read ahead materials to include agenda, presentations, and other related documents. Record meeting minutes for Ombuds Team, as requested.
  • Review, prepare and coordinate a variety of high-quality memorandum, emails, reports and other documents for Director’s or team member’s signature, then dispatch to recipient. Proofread, edit, and ensure proper format prior to distribution. Publish to DOE website, EnergyHub or PowerPedia, if required. If Dash One, Deputy Secretary or Secretary’s signature or collaboration is required, then submit correspondence into our corporate system (eDOCS). Ensure a copy of all signed correspondence is provided back to the originator and maintain correspondence files on the shared drive.
  • Make travel arrangements for Ombuds Team members and submit travel authorizations and vouchers on their behalf. Develop travel itineraries, prepare travel directions, and provide event materials. Assist in resolving travel related reimbursement issues.
  • Enter case data using the Ombuds Microsoft Forms tracking system.
  • Prepare time and attendance for employees within the Automated Time Attendance and Production System (ATAAPS) on a bi-weekly basis for timely approval. Ensure accuracy for leave and pay purposes. Retain appropriate documentation. Help resolve employee Time and Attendance issues as they arise.
  • Review the Ombuds Team shared drive and propose a method to organize the files. Once established, maintain organization of the shared documents.
  • Assist with special projects and provide administrative services and logistical support for office-sponsored (or as a presenter of events sponsored by others) workshops, conferences, webinars, etc.
  • Facilitate the in-processing and out-processing of employees to include office space, name plates, office supplies, etc.
  • Manage administrative requests for business cards, office entry authorization and keys, security badges, travel cards, phones, computers, and information and manage the processing for new employees and separating employees. Administrative Support Services for Ombuds.
  • As needed, assist with inventorying, organizing, ordering, and stocking of office supplies, and check for availability of office supplies in the designated office supply areas/closets. Provide supply receipts to the designated team member.
  • As needed, open and distribute office mail, operate standard office equipment, and assist with maintaining areas clean.
  • Accomplish other administrative duties/activities as described at the call order level.
All positions require a background check after acceptance of our offer. The selected candidate
may be eligible to begin employment before the background check has been finalized.
However, continued employment with Lindahl Reed will be contingent upon the timely results of
candidate’s reference/background check. This position may require special credentialing,
clearance, and access as a condition of employment. In the event the government or client
does not sponsor or approve your clearance, it may result in termination of your employment.
We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on
the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin,
physical or mental disability, protected Veteran status, or any other characteristic protected by
federal, state, or local law.
For more information, view the EEO is the Law Poster and Pay Transparency Statement
Applicants have rights under Federal Employment Laws view the following posters to see more
information:
Family and Medical Leave
Equal Opportunity Employment
Employee Rights
This job description is not a contract and may be adjusted as deemed appropriate in Lindahl
Reed’s sole discretion.

Job Summary

JOB TYPE

Full Time

INDUSTRY

Business Services

SALARY

$53k-66k (estimate)

POST DATE

04/25/2023

EXPIRATION DATE

10/23/2023

WEBSITE

lindahlreed.com

HEADQUARTERS

REDMOND, OR

SIZE

<25

FOUNDED

2014

CEO

NICOLE HOUGH

REVENUE

<$5M

INDUSTRY

Business Services

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About Lindahl Reed, Inc.

Lindahl Reed is a professional services company that provides program management, scientific and technical, and management advisory services to federal, state, and commercial customers. We offer expertise in the energy, environment, and health markets. Lindahl Reed was founded on the belief that we can advance a safer, healthier, and more resilient and sustainable world. Our solutions keep our homeland secure, make our communities healthier, increase energy resilience, and help to protect our environment. We are a purpose-driven organization focused on solving problems and investing in the lon...g term to create opportunities for our future and for those who interact with us. We are an SBA Certified 8(a) Business Development Program Participant, Small Disadvantaged Business (SDB), Women-Owned Small Business (WOSB), and Economically Disadvantaged Women-Owned Small Business (EDWOSB). We are driven to make a tangible and meaningful contribution in all that we do. More
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