Administrative Assistant - Washington, United States - Allegheny Science & Technology

Allegheny Science & Technology
Allegheny Science & Technology
Verified Company
Washington, United States

4 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Position Responsibilities:


  • Provide integration of staff actions to facilitate effective management of subordinate elements.
  • Initiate and ensure effective communication, coordination, and followup actions with subordinate elements, tenant activities, higher headquarters, other services and federal agencies, the congress, private companies, and professional organizations.
  • Review and analyze incoming staff actions and decision correspondence.
  • Receive and conduct analyses of staff actions.
  • Study and evaluate issues and data presented and based on expert analysis of content and knowledge of functional assignments throughout the organization, may assign actions to appropriate staff elements on behalf of the COS with specific direction concerning type of response required.
  • Monitor all actions through to completion providing assistance as requested.
  • Personally respond to those actions which require general, rather than technical knowledge of programs, actions, and functions.
  • Personally compose and/or review correspondence requiring a high degree of tactful communicative ability with outside sources, as required.
  • Manage the daytoday operations of the COS as directed including scheduling meetings, coordinating logístical requirements and flow of information.
  • Responsible for developing and maintaining the management, reporting, information, and tracking systems required for effective coordination and control of the activities of the COS.
  • Assess how best to deal with multiple actions in progress simultaneously, and organizational systems, or staff problems impeding progress.
  • Attend meetings on behalf of DAS and provide a written readout.
  • Develop and maintain administrative and procedural processes that improve the overall efficiency of the Office.
  • Monitor and report on the appropriations process for assigned program areas and track committee markups and floor debates for assigned appropriations bill.
  • Draft written and oral testimony for the COS and respond to Congressional inquiries.
  • Carry out high priority assignments, studies, and projects personally assigned by the COS and/or senior management on a wide variety of sensitive and confidential matters which may involve contacts and coordination to obtain necessary information or viewpoints, to resolve differing opinions, or to coordinate decisions of major importance.
  • Conduct research and analysis of files, records, and other material sources and contact officials both internal and external to NE for the purpose of obtaining information as required by the NE senior management team or other officials as directed with information that may be sensitive and require incumbent to exercise judgment in handling of and/or distribution of information.
  • Serve as the primary point of contact (POC) for the Office working closely/directly with other DOE Office's and other senior officials to provide guidance on requests from DOE officials to meet or speak with various parties on behalf of the Department. Guidance and decisions are often asked of the NE senior management team; incumbent must brief management on the basis for requested meetings and provide pertinent background of request.
  • Coordinate preparation of senior management briefing materials and all travel arrangements including hotel/airline reservations and prepare travel vouchers and related documents.
  • Conduct necessary background research and compose/prepare correspondence in final form including replies to recurrent incoming correspondence to the COS and other correspondence that may be of policy or technical nature.
  • Draft letters of acknowledgement, commendations, notifications, etc. as appropriate.
  • Process sensitive documents related to predecisional issues in Departmental and NE managerial, budget, personnel, and administrative management and concerns.
  • Maintain a good working relationship with the immediate NE staff and senior officials in the Department, other government agencies, public and local government officials, Congressional and White House staff to gather or provide information, sustain effective liaison efforts, and accomplish assignments.

Required Experience:


  • High School diploma required.
  • Minimum Four (4) years' administrative experience.
  • Demonstrated skill to work in a fastpaced environment with senior government officials and effectively interfacing administrative staff from the Secretary and Deputy Secretary offices, as well as stakeholders.
  • Prior Department of Energy (DOE) experience is a plus.
  • High comfort level with multitasking and rapidly shifting priorities.
  • Position may require travel to offsite meetings, locally and/or nationally.
  • Excellent written and communication skills.
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