Office Administration Support Specialist

Job Description

ProSidian Seeks a Hanford Office Administration Support Specialist - GSSC (Time and Materials) to support an engagement for the US Dept. of Energy (DOE) Hanford.  This service supports Government, Public Sector, and Infrastructure Sector clients, and ProSidian Team Members work to provide Office Administrative Support Services (On-Site) to The United States Department of Energy (DOE), Hanford to support the Government’s management of the Hanford Site in Richland, Washington. The Administrative Support Specialists shall:

• Provide all labor for the services as described in the Description of Services.
• Administration Support Specialists shall manage the schedule, frequency, duration, and staffing requirements to optimize the use of the workforce in supporting this requirement.
• Comply with all applicable U.S. Department of Energy Directives and other requirements documents defined in BPA.
• Comply with all applicable:  a) Federal, State of Washington, and local laws and regulations; and) DOE Directives and other requirements documents defined. 

Hanford Office Administration Support Specialist Candidates shall work to support requirements for FY21-006: Hanford Office Administrative Support Services Swim Lanes

DESCRIPTION OF SERVICES

ProSidian Administrative Support Specialists serve as “Secretary and Administrative Assistants” 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:

• Screening calls visitors, and incoming correspondence and respond to requests for information concerning office procedures.
• Prepare routine non-technical and complex correspondence, and assist in the preparation of various management reports and documents.
• Coordinate information to facilitate the completion of tasks and prepare presentation material.
• Review outgoing material and correspondence for internal consistency and conformance with agency procedures, interface with technical staff to bring activities to closure.
• Schedule appointments, make arrangements for meetings and assemble established background material; as directed may attend meetings and record and report on proceedings.
• Schedule and set up conference rooms and/or offices for DOE HQ teams and visitors as directed.
• Perform data entry to enter, retrieve, change and present text, tabulations, or statistical data.
• Submit requests or place orders, as appropriate, for printer and copier machine toners and cartridges and distribute accordingly.
• Prepare paperwork for office moves coordinating with the Facility Manager and Hanford Management.

GENERAL REQUIREMENTS AND SCOPE OF WORK: 

• Specific work in this position requirement stipulates onsite location of employees for performance of work once DOE Hanford Site employees return to offices at the Stevens complex. 
• Currently, with the COVID 19 epidemic, most work is performed utilizing telework, but this may change as the Hanford Site progresses in phases.  Once the Hanford Site has progressed for in-office activities all contractor support is expected to transition to 100% in-office support. 
• Office space and equipment to perform the description of services will be provided by DOE for work performed in the Hanford Site Offices. 
• For telework, The Administrative Support Specialists will be responsible to have the equipment and capabilities to work from home.  It is anticipated that all the work shall transition into 100% in-office capability in the future.

Inherent governmental functions will be performed by DOE staff. The Administrative Support Specialists shall not perform any inherently governmental functions under this contract, including but not limited to: development and formulation of DOE policies, programs, projects, and acquisition strategy, product acceptance, representing DOE in any forum, and providing direction and control to DOE employees.

WORKING HOURS:  The Administrative Support Specialists shall work 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 workweeks 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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Qualifications

The Hanford Office Administration Support Specialist - GSSC shall have consecutive employment in a position with comparable responsibilities within the past five (5) years, Must be able to use a computer to communicate via email; and proficient in Microsoft Office Products (Word/Excel/PowerPoint) and related tools and technology required for the position.  Work products shall be thorough, accurate, appropriately documented, and comply with established criteria.  Work products shall be thorough, accurate, appropriately documented, and comply with established criteria.

PERFORMANCE ADMINISTRATION

DOE utilizes Technical Monitors to provide oversight of Contractor performance and deliverables to ensure quality and timely products are provided throughout the period of performance. Deliverables will be identified in advance of due dates whenever practical, but The Administrative Support Specialists can expect emergent work scope to support, as well.

ProSidian Administrative Support Specialists shall work independently and collaboratively with the Government, General Services Support Contractor (GSSC), Prime, and Subcontractor staff on a variety of mission requirements. Contractor personnel shall interface and follow-up with various levels of management and staff for receipt, coordination, draft, and final deliverable development, as well as provide proactive status updates and communication on progress or impediments to progress as needed to facilitate the expeditious accomplishment of the work specified.

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.
• Proficient with Microsoft Office Products (Microsoft Word, Excel, PowerPoint, Publisher, & Adobe) 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.
• 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 Administrative Support Specialist Personnel must demonstrate: 
• Strong clerical, administrative, and organizational capabilities.
• 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 a 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 oral and written communication skills
• Good time-keeping practices including good attendance habits.
• High School Diploma
• U.S.  Citizenship Required - You must be a United States Citizen

The Administrative Support Specialists will be measured against these performance standards periodically utilizing the Quality Assurance Surveillance Plan.

All ProSidian staff must be determined eligible for a “Facility Access Authorization” (also referred to as an “Employment Authorization”) by the USG’s designated Security Office.

TRAVEL:  Occasional travel may be required to attend meetings, events, site visits, or other training requirements.  Travel is coordinated with the technical point of contact and approved in writing by the Contracting Officer in advance, is allowed, in accordance with Federal Travel Regulations. 

LOCATION:  Work shall be conducted at or in proximity to The Hanford Eastern Washington (Tri-Cities - Kennewick | Pasco | Richland) Area.

Additional Information

CORE COMPETENCIES

• Teamwork – ability to foster teamwork collaboratively as a participant, and effectively as a team leader
• Leadership – ability to guide and lead colleagues on projects and initiatives
• Business Acumen – understanding and insight into how organizations perform, including business processes, data, systems, and people
• Communication – ability to effectively communicate to stakeholders of all levels orally and in writing
• Motivation – persistent in pursuit of quality and optimal client and company solutions
• Agility – ability to quickly understand and transition between different projects, concepts, initiatives, or work streams
• Judgment – exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramifications
• Organization – ability to manage projects and activity, and prioritize tasks

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OTHER REQUIREMENTS

• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint, and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint, and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Commitment - to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public, and social sectors
• Curiosity – the ideal candidate exhibits an inquisitive nature and the ability to question the status quo among a community of people they enjoy and teams that work well together
• Humility – exhibits grace in success and failure while doing meaningful work where skills have an impact and make a difference
• Willingness - to constantly learn, share, and grow and to view the world as their classroom