Administrative Specialist II - DOE Fermi Site Office

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

Contractor shall provide a broad range of administrative services support associated with the U.S. Department of Energy, Office of Science, Fermi Site Office.

ESSENTIAL JOB FUNCTIONS

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

• Administrative Support
  • Development, maintenance, and implementation of administrative policies.
  • Maintain accurate and accessible electronic and hardcopy files.
  • Review and update RIDS and File Plan
  • Dispose of Records in accordance with Disposition Schedules
  • Consolidate electronic records into consistent filing structure consistent with File Plan
  • Assist in ensuring staff file records according to the File Plan and RIDS
  • Receiving visitors; Scheduling and supporting meetings/video conferencing.
  • Process incoming actions and correspondence received by email, mail, or in person.
  • Drafting, Coordinating, distributing, scanning, and filing copies of completed correspondence
  • Answering telephones and taking telephone messages
  • Maintain Site Office and interface with other calendars – scheduling appointments
  • Travel support to include utilizing AdTrav and Concur automated travel management systems, making travel arrangements (e.g., airline, lodging and transportation reservations), preparing travel authorizations and vouchers
  • Support general office, printer, and copier maintenance
  • Support time and attendance system use
  • Support lab services requests including telecommunications, nameplates, etc.
  • Requires knowledge and use of Microsoft Office Suite and other DOE legacy administrative systems as required.
  • Support basic supply inventory and logistics efforts.

• Experience in the operation of personal computers and the Microsoft Office Suite required. Position may also fulfill other data entry, administrative services and records management duties as assigned.

.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 degree is preferred.

EXPERIENCE

• 2-3 years of relevant Administrative Support. Experience in supporting a team of Executive Leadership is preferred.
• 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

• Strategic Critical Thinking – Synthesize complex data sets, policies, and stakeholder inputs to develop innovative, actionable solutions and forward-looking recommendations that drive mission success.
• Executive-Level Interpersonal Skills – Communicate with clarity, diplomacy, and influence across diverse audiences, including senior leadership, clients, and cross-functional partners, fostering strong professional relationships.
• Enterprise Collaboration – Lead and contribute to high-performing teams, partnering seamlessly with internal staff, clients, customers, and contractors to achieve strategic objectives and deliver measurable results.
• Advanced Organizational Leadership – Orchestrate competing priorities with precision, leveraging strong planning and execution capabilities to maximize operational effectiveness in the role of Senior Contract Specialist.
• Adaptive Agility – Navigate ambiguity and shifting priorities with resilience, proactively adjusting strategies and maintaining performance in dynamic, high-pressure environments.
• Results-Driven Initiative – Demonstrate a strong sense of ownership and accountability, consistently driving high-quality outcomes while advancing the Aleut Federal mission of shareholder value, client excellence, and community impact.

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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