Position Title: Administrative Assistant

Position Type: Full-Time; 40 Hours Per Week

Location: Panhandle, TX with telework flexible as required/directed

Work Hours: Monday-Friday; 7:30 am – 5:00 pm

Pay Range: based on experience.

The individual will have access to classified material and work in a restricted area and shall be able to obtain and hold a “Q” clearance.

TI Verbatim Consulting's (TIVC) mission is to "Help People Work Better Together." We believe that the workplace is more than just where humans fulfill their obligations – it is where personal and collective development take place. Our solutions are focused on Human Enterprise Optimization through core competencies in Organizational Optimization; Inclusion, Diversity, Equity, & Accessibility; and Training & Development. By aligning organizational culture with strategic objectives, we provide improved performance, productivity, and profitability for our Government and Commercial customers. At TIVC, people come first.

TIVC is a Hispanic, woman-owned small business and is certified by the Department of Veteran’s Affairs as a Service-Disabled Veteran Owned Small Business and the U.S. Women’s Chamber of Commerce as an Economically Disadvantaged Woman Owned Small Business. TIVC is a participant in the Small Business Administration’s 8(a) Business Development program.

TIVC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

DUTIES AND RESPONSIBILITIES

TI Verbatim Consulting is seeking a Full-Time Administrative Assistant. Administrative Support Services includes typing/processing of classified and unclassified correspondence, documents and reports, proofreading, general administrative services, maintaining tracking systems and calendars, providing graphics support (e.g., bar, pie, or text charts), travel services, records management, directives, procedures, operations of computers, copiers, facsimile machines, other office equipment, and support in the PFO mailroom operations, to include mail processing of classified and unclassified mail, and interoffice correspondence, as well as management of office supplies and storage.

Administrative/Office Support

• The individual will have access to classified material and work in a restricted area and shall be able to obtain and hold a “Q” clearance

• Answers incoming telephone calls. Directs incoming calls to the appropriate personnel or takes messages, as appropriate.

• Performs word processing, emailing, scanning, and faxing services that involve processing classified and unclassified correspondence on computers or other automated equipment.

• Primarily, proofreads and edits all prepared documentation that includes correcting all spelling, grammatical, punctuation, and formatting errors.

• Provides document duplicating services as required.

• Serves as the records custodian for the areas supported to ensure proper archiving, inventory, disposition, and destruction of records.

• Schedules conference rooms, appointments, and meetings as required using NNSA approved technologies including processing visitor access requirements, as applicable. Maintains a calendar of planned conferences, meetings (e.g., telephone, videoconferencing), program reviews, etc., to ensure availability of facilities and equipment.

• Calls in maintenance on office equipment that has existing service contracts.

• Prepares, receives, and stores classified documents in accordance with DOE Orders and manuals.

• Maintains or provides input to correspondence logs and various data bases (e.g., eDOCS, TOPIC, or successor systems), that detail receipt or dispatch dates, suspense dates, identifying document characteristics, project management correspondence, training, file location, etc.

• Coordinates travel planning and documentation required for Federal employees through the current travel management systems.

• Maintains and distributes the Code of Federal Regulations as needed.

• Provides administrative support of the Management and Operating Contract documents as requested.

• Prepares presentation material, databases, and reports requiring expert skills in MS PowerPoint, WORD, Excel, and other current version of software used by the field offices to include bar, pie, text, or flow charts, calendars, etc.

• Receives and reviews all incoming assigned office correspondence with help from Deputy Assistant Managers. Makes and completes Subject Matter Expert Determinations within the eDocs system.

• Works with Building Facilities to report building or office maintenance needs.

• Creates, edits, and introduces new forms, logs, and other office management documentation.

• Responsible for Outside Visitor Requests, as requested.

• Work as part of team on special assignments that require administrative support.

• Attend required all hands type meetings as directed.

• Attend weekly/bi-weekly/monthly staff meetings as required.

• Complete and comply with all required annual training as directed.

• Take meeting notes as requested.

• May have to support mailroom activities, as needed.

• Provides general administrative assistance as needed.

• Other duties as assigned

Mailroom Operations

• Provides document services as trusted agent for PFO. This includes receiving, recording, reviewing, destroying, and transmitting marked classified and unclassified documents. The Contractor shall be responsible for ensuring that documents have the appropriate markings, need to know, and general compliance with current DOE and NNSA directives and policies.

• Obtains and maintains certification of access to the Safeguards and Security Information Management System (SSIMS) to assist with classified responsibilities as needed.

• Manages the Mail Distribution Center, PFO Correspondence box. Receives and reviews all incoming external and internal correspondence and materials to determine appropriate routing. The Contractor shall be responsible for preparing outgoing correspondence to include the maintenance of records of certified, registered, and express mail. Ensures packages and mail complies with existing U.S. Postal regulations.

• Maintains office supplies and storage. Serves as the point of contact for maintaining stocks or adjusting inventories as required.

• Serves as the Federal Express (FEDEX) point of contact. Maintains FEDEX database, prepares items for shipment, and ensures compliance with FEDEX and DOE/NNSA policies related to express delivery of documents. The contractor shall be responsible for the preparation of documentation for payment submission.

• Collects and provides disposition of classified and unclassified sensitive documents for destruction in accordance with DOE Security Guidance.

• Opens, date stamps, and distributes incoming mail to appropriate mailroom distribution whether internal or external.

• Maintains classified documents in safe or Vault Type Room until they are picked up by the addressee or proper organization.

REQUIREMENTS

EDUCATION AND TRAINING

• High School diploma or higher

EXPERIENCE

• 2 years or more of experience in general office management skills specifically relating to preparation of correspondence, front desk staffing skills, records management skills, and office equipment/property management skills.

KNOWLEDGE AND SKILLS

• Must demonstrate high level of proficiency in the use of MS Office software (MS Word – drafting and editing documents, MS PowerPoint – drafting and editing presentations, MS Excel – creating and updating spreadsheets).

• Ability to receive and professionally respond to instructions/assignments.

• Must be able to read, write, and speak English and must possess excellent verbal and written communication skills.

• Strong interpersonal skills and good judgment with the ability to work alone or as part of a team.

• Knowledge of ConcurGov is preferred.

• Knowledge of eDocs is preferred.

• Must be able to read and comprehend multiple calendars for scheduling purposes.

PHYSICAL AND SAFETY REQUIREMENTS

• Office Work 90%

• Telework 10%

• Sitting, bending, standing, walking, 8-10 hours per day.

• Able to lift 20 lbs.

• Travel may be required, primarily between the field office locations, the Y-12 National Security Complex in Oak Ridge, Tennessee and the Pantex Plant in Amarillo, Texas; or other locations (i.e., Training locations).

• The individual will have access to classified material and work in a restricted area and shall be able to obtain and hold a “Q” clearance

OTHERS

• Self-starter who thinks of innovative, faster ways to accomplish tasks.

• Work with minimal supervision.

• Flexible and able to adapt to our dynamic extremely fast-paced environment.

• Employment start date contingent upon contract award.

TI Verbatim Consulting (TIVC)

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