Administrative Support Specialist
BEI-JES Oak Ridge, LLC - Oak Ridge, TN

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BEI-JES, Oak Ridge, LLC (BJOR) is a 8(a) certified small business, government contractor providing business and administrative service support to the Department of Energy in Oak Ridge, TN. BJOR’s current scope under its prime contract with DOE includes: procurement and financial assistance document preparation and review; financial pricing review; public affairs support; graphics and photography support; general office administration; payment processing, tracking, and quality control services; security, emergency and operations management, and personnel clearance support; classification program services; records management; and mailroom support.

BJOR capabilities derive from professionals with senior level government and private sector experience, highly skilled technical personnel. Client satisfaction is our key measure of success. We operate with integrity, focus on quality, and aim to build a long lasting relationship with each client. WE BELIEVE there are two keys to long-term success - taking care of our customers and honoring our employees. Unconditional customer service is at the center of BJOR's mission.

BJOR is currently accepting applications/resumes for the position of Administrative Support Specialist.

Provide administrative support to the Office of Safeguards, Security and Emergency Management (OSSEM) Access Authorization Branch (AAB) Chief and Analysts. Serve as the back-up Office Manager for the Deputy Assistant Manager and Division staff of OSSEM. Provide administrative support to the OSSEM Program Manager for Foreign Ownership, Control or Influence. Ensure the Department of Energy – Oak Ridge Operation clients are provided with the assistance and support needed to operate successfully. To ensure all organizational goals are met. Under general supervision, performs a variety of responsible and specialized administrative and office support functions. 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 manipulation; 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. Performs other secretarial and administrative support functions for managers, supervisors and staff; schedules assigned appointments, meetings and conferences; coordinates arrangements and sets up meeting rooms; notifies meeting participants; prepares and/or assembles meeting rooms with materials; types, formats, edits, revises, proofreads and prints reports, correspondence, memoranda, agreements, agendas, charts, tables and other specialized materials; creates materials for client presentations; composes correspondence, reports and informational materials; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations; reviews, determines the priority of and routes department’s incoming correspondence. This position requires one to work independently in a fast-paced environment assuring accuracy of the work product. The objective of the responsibilities of this position is to provide excellent administrative/office management support to the OSSEM Division as a whole.

1. Review and edit correspondence involving the suspension or continuance of the Department of Energy (DOE) access authorizations as well as personnel security cases being processed through the Administrative Review Process.
2. Serve as the back-up Office Manager for the Deputy Assistant Manager of OSSEM and the Division staff.
3. Process external requests for the Selective Reinvestigation Security Clearance packages for the Foreign Ownership, Control, or Influence Program Manager.
4. Manage and maintain active file systems for hard copies and electronic format.
5. Provide administrative support to the department.
6. Schedule meetings, conferences and reserve meeting space.
7. Electronically distribute correspondence, memorandums and outgoing mail.
8. Maintain incoming and outgoing mail, and distribution lists.
9. Track, electronically enter data and retrieve files.
10. Process reproduction request and fax documents.

High School Diploma, or equivalent, and three (3) years of general clerical experience and two (2) years of experience in manipulation of data, to include retrieval, insertion, deletion, and modification of information, stored in databases; previous records management experience preferred.

Minimum knowledge required to perform adequately in this position will require knowledge of specialized rules, procedures, practices, or operations acquired through substantial training or experience. Knowledge of office procedures, records management principles, and working knowledge of record retention schedules published by DOE; a high degree of logical reasoning; ability to work with limited supervision; demonstrate effective interpersonal relationships in bringing people together to solve problems; establishing and maintaining effective working relations with co-workers; Comprehensive working and demonstrable knowledge of WORD, PowerPoint, SharePoint, Outlook, Access, Adobe Acrobat, and Visio and the ability to operate other standard office equipment, including telephones, calculators, copiers, FAX machines, scanner/microfilm equipment, etc. is required. Must be able to work with electronic storage media, such as hard drives, floppy drives, and CD-ROMs. Regularly stores and extracts file information from computers. Maintaining confidentiality of work related information and materials. Attention to detail, accuracy, and follow through. In addition to general office administrative skills, the person in this position must possess excellent grammar and proofreading skills as well as superior verbal and written communication skills. Adhering to policies, procedures, and quality controls in relation to electronic imaging. Maintaining an established work schedule. Demonstrated proficiency using electronic imaging technology and related storage requirements. Ability to work in fast - paced environments and under timed deadlines. Must have strong organizational skills and very detail – oriented. Must have the ability to research problems and implement solutions. Must possess excellent organizational, project and time management skills. Ability to be responsive and persuasive to all levels of the organization. Energetic self - starter with the ability and flexibility to work several projects simultaneously. Excellent planning skills and the ability to manage projects in a time-sensitive environment. The multitude of tasks and demands put on this position require both speed and accuracy to a high degree. May involve working with classified or sensitive information and will require the ability to secure and maintain a security clearance. The position requires extreme adherence to confidentiality and security requirements, including discussion of material handled on a need to know basis only.

Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified information or matter. Great preference will be given to candidates holding an active DOE “Q” clearance or a DOD “Top Secret” clearance.

BJOR is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion or other legally protected status.

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