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[Administration Manager] ADMINISTRATIVE ASSISTANT

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About the Organization
E2 Consulting Engineers, Inc. (E2) is a professional services firm established in 1988 specializing in a full spectrum of engineering services including, project engineering and design, federal base operations and infrastructure support services, gas pipeline construction and inspection services, environmental consulting and remediation, and information technology services. At E2, we value safety, innovation and collaboration, and we are dedicated to excellence.

Overview
Provide executive-level administrative support services to the U.S. Department of Energy (DOE) and the U.S. Department of Transportation (DOT) Joint Office of Energy and Transportation at the Joint Office of Energy and Transportation (JO or JOET) in Washington, D.C.

Support current office systems, technologies, practices, and strategic plans. Must be adaptable to changing practices and priorities, evolving technologies, and future systems. The services and work products delivered must conform to all Departmental policies, procedures, directives, standards, and other similar requirements, e.g., publications standards.

Responsibilities
The Joint Office of Energy and Transportation has unique service requirements specific to its functions. All business-sensitive correspondence will be reviewed by a federal representative. Support shall include, but not necessarily be limited to the following:

The position uses subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. The position requires the ability to anticipate requirements to support the shifting demands of the Offices’ fast-paced environment, a thorough knowledge of office work and routines to (1) choose among widely varying methods and procedures to prioritize and process complex transactions; and (2) select or devise steps necessary to complete work assignments efficiently.
Review, prepare and coordinate a variety of high-quality agreements, letters, memorandum, emails, reports, and other documents for JO Executives or Director signature or collaboration, then dispatch to recipient.
Make travel arrangements for JO staff with a preference to the Director, if desired. Submit travel authorizations and vouchers on their behalf. Develop travel itineraries, prepare travel directions, and provide event materials. Assist in resolving travel related reimbursement issues. Assist other employees with corporate travel systems (ConcurGov and Foreign Travel Management System) as needed.
Greet and assist visitors, answer organizational phones, and direct customers to the concerned office or employee.
Act as a liaison between the internal and external executives, managers, employees, and consultants. Ensure that customer expectations are met and understand the type and level of service available and expected.
Manage calendar and daily schedule for JO staff and the Director, if desired. Coordinate meetings between the JO staff, the Director and other senior level officials.
Coordinate logistics (e.g., scheduling, resources, Webex, call-in numbers, etc.) for meetings and events to include scheduling, setting up conference rooms, and securing proper equipment for internal and external events. Provide meeting materials for attendees.
Assist with conference registration paperwork and document preparation, and approvals.
Assist with special projects and provide administrative services and logistical support for office-sponsored workshops, conferences, and symposiums, when necessary
Establish and maintain filing systems in accordance with DOE/DOT procedures including document control.
Support the Joint Office of Energy and Transportation with developing and maintaining task tracking systems to keep track of tasks assigned.
Utilize and maintain databases and information systems. Review and reconcile data. Generate reports from various informational databases using standard parameters or special queries as required. Provide data entry for startup or closeout information on projects.
Handle and use fax machines, photo copiers, scanners, videoconferencing, telephone system, computer, and office software efficiently. Ensure the organization and cleanliness of the copy and fax areas. On a frequent basis (at least daily), verify machines are working properly. Refill paper bins, empty shredder bags, and ensure staplers are working to facilitate efficient staff usage.
Maintain stakeholder contact records for the joint office to update contact information for external/internal stakeholders and headquarters. Communicate with appropriate personnel to ensure information is kept current.
Sort and distribute incoming standard mail, pick-up and deliver correspondence packages at the Washington, D.C. site. Complete appropriate UPS Express Account and Authorization Approval form used to ship items through UPS.
Handle administrative requests for business cards, office entry authorization and keys, security badges, travel cards, phones, computers, and information.
Support staff with general typing, formatting of documents, reports, completing and submitting various forms and recordkeeping, work orders, and data entry. Fax, scan, copy, file, etc., as needed.
Prepare time and attendance of employees within Automated Time Attendance and Production System (ATAAPS) on a bi-weekly basis for timely approval. Ensure accuracy for leave and pay purposes. Retain appropriate documentation. Help resolve employee Time and Attendance issues as they arise.
Facilitate the in-processing and out-processing of employees to include office space, name plates, office supplies, etc.
Coordinate collaboration of suspension and disbarment actions with Deputy Director, Program Manager and General Counsel. Dispatch notices, agreements, and referral documents.
Occasional travel may be required.
Other duties as assigned to ensure timely project execution.
Qualifications
Minimum Position Knowledge, Skills, and Abilities Required:

High school diploma or equivalent.
Minimum 3 years’ executive level administrative support experience.
Minimum 5 years’ office experience in administrative, technical and/or customer service function.
Proficiency with Microsoft products (Word, Excel, PowerPoint, Outlook). Ability to learn government software programs and systems.
Excellent grammatical and proofreading skills.
Travel management experience to include the ConcurGove and Foreign Travel Management System.
Ability to anticipate requirements, apply judgement and choose among widely varying methods and procedures to prioritize and process tasks.
Ability to communicate and interact with others at various levels of management, both in person and/or by telephone to conduct business.
Ability to maintain confidentiality.
Ability to work independently.
Ability to work under time pressure and rapidly for long periods to meet deadlines.
Must be able to operate general office equipment including but not limited to computer, phones, fax, copiers, printers and related media and information devices.
Detail oriented.
Excellent attitude, courteous and professional demeanor, and enthusiastic team member.

Preferred Responsibilities/Requirements:

Associate degree in Business Administration or related field.
Benefits
E2 Consulting Engineers, Inc. offers an excellent benefits package including health, dental, vision, and life insurance, 401(k) with employer match, paid time off.

Work Environment/Physical Demands
Physical and Mental Demands:

Such positions may involve routine lifting of up to 10 pounds, regular handling, grasping, kneeling, and carrying.

Constant use of vision and mental alertness is required.

Conditions of Employment:

Must be able to pass a post-offer, pre-placement physical examination and medical history check.

Must pass a pre-employment criminal background check and have a clean motor vehicle report (MVR). Demonstrate good driving record (no significant violations such as DUI, loss of license, inability to obtain personal insurance or currently covered under a high-risk insurance policy, etc.).

Integrated Safety Management:

Know and follow environment, safety, and health (ES&H) policies and procedures that apply to their job assignments.

Become knowledgeable of and maintain awareness of the ES&H hazards associated with their work. Perform work safely in accordance with hazard controls.

Report all unsafe operations, and, if necessary, exercise stop-work authority in cases of imminent danger.

Work only on those tasks in which they have the required competence, training, skills, and abilities so as to prevent injury to one’s-self, employees, the public, or the environment.

Maintain active involvement in the introduction, revision, and/or promotion of ES&H/ISM program activities.

Work Schedule / Hours:

Monday through Friday 8:00 A.M. to 4:30 P.M.

Drug Free Workplace
E2 Consulting Engineers, Inc. is a Drug Free Workplace. After accepting an offer of employment, applicants may be required to undergo background checks, drug testing, and/or fit-for-duty physical examination. Drug screens will include, but not be limited to, Amphetamines, Cocaine Metabolites, Marijuana Metabolites (THC), Opiates, and Phencyclidine (PCP). As a federal contractor, E2 cannot permit employees in certain positions to use medical marijuana, even if prescribed by an authorized physician.

Solicitation
Please no solicitation of any kind from agencies, staffing, or recruiting firms.

EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.


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