Location : Oak Ridge, TN

Title : Secretary III

Schedule (FT / PT) : FT

Travel Required : No

Clearance : Ability to Obtain

At LBYD Federal, Large Firm Expertise, Small Firm Responsive , is our motto we live by and practice each day. With the capability to produce high quality designs in a fun, supportive and exciting atmosphere, we recognize our employees are our greatest asset.

We offer an exciting variety of opportunities for employees to develop and grow their careers, working alongside diverse and supportive team members to achieve success.

We maintain our responsiveness to clients and partners by allowing our employees the autonomy to achieve success.

Along with a competitive benefits package and 401(k) matching, we strive to maintain a 98% employee retention rate, by providing our employees endless growth opportunities.

Unique opportunities such as a formalized mentorship program, professional development through North Wind University, a wellness program, celebrating our employees time with us through our employee service awards program, and many others meant to enhance the employee experience ultimately led to high employee satisfaction.

Additionally, we strive to support the communities we live, work, and enjoy by taking part in community fundraisers, and volunteering through local and national organizations.

We give you the flexibility to achieve your best work by offering hybrid working options, while fostering a culture of inclusivity, equity and diversity, creating a workplace we feel everyone can achieve success.

We take pride in the impact our employees make as leaders, no matter the level within the organization. You will be connected with like-minded, high achieving individuals upon joining our organization leading and participating in the most challenging designs across the world.

POSITION PURPOSE :

The Secretary III Provide administrative support to the OSO by preparing letters, memo’s, proposals, OSO procedures, work practices, assessments and concurrence page correspondence as directed by OSO staff per DOE written standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

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.

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

Provide administrative support to the OSO by preparing letters, memo’s, proposals, OSO procedures, work practices, assessments and concurrence page correspondence as directed by OSO staff per DOE written standards.

Creates associated OSO DocLog System entries and updates as appropriate.

• Functions effectively in a team environment while providing supervision and support of a small team to ensure work products are accurate and reflective of OSO standards.
• Maintain a close and highly responsive relationship to the day-to-day activities of the managers, supervisors, and staff.
• Designs, organizes, and maintains specialized and custom forms, records, reports, files and logs to support work processes in areas of assigned responsibility.
• Designs, develops and maintains spreadsheets requiring data interpretation and guidance; creates, maintains and updates files;
• removes and archives inactive records or files; researches and assembles information from a variety of sources for the completion of specialized forms and reports;

copies documents and other materials as directed.

• Sort mail and place in appropriate records / mailboxes, creating Correspondence Action Tracking System (CATS) action and sending out as a mail link when necessary.
• Supports the Strategic Partnership Projects (SPP) entering and saving SPP acceptances, email funding obligation to sponsor, prepare CO letter request, counterintelligence and acceptances.
• Ensures foreign travel is conducted in accordance with applicable standards and requirements using the Foreign Travel Management System.
• Responsible for all routing, approval and record keeping for ORNL, ORISE, and OSO through the Foreign Travel Management System.

All trips are routed to applicable OSO employee for approval after the Senior Field OPAC as checked and approved request.

Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers.

Reports any unsafe conditions and / or practices to the appropriate supervisor and human resources. Immediately correct any unsafe conditions to the best of own ability.

• Work efficiently and responsibly from remote locations if necessary.
• Functions effectively in a team environment.

ADDITIONAL DUTIES AND RESPONSIBILITIES :

• Processing visitor requests using eDOCS ENGAGE and FACTS Systems. Meeting FES visitors, serving as an escort, if necessary.
• Preparing / assembling presentation materials for RD Director and / or RD staff, as needed.
• Track progression of review statuses and due dates, using ePerformance. Make edits, create plans, and serve as the proxy for RD Director, if needed.

MINIMUM QUALIFICATIONS :

Education and Experience :

• HS Diploma
• 1-3 years relevant experience

Skills and Abilities :

• High level of proficiency in time management and coordination of multiple tasks.
• Proficiency in Microsoft Office Suite, and knowledge of, or training in, other Office of Science and DOE information systems

PREFERRED QUALIFICATIONS :

High School Diploma, 1-3 years’ experience.

PHYSICAL DEMANDS :

This position is a sedentary role. While performing the duties of this job, the employee will be sitting for long periods of time but will also be required to stand, walk, and communicate with others.

WORKING ENVIRONMENT :

All work will be performed indoors.

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees.

Last updated : 2024-06-14