Job Description

Location:  OAK RIDGE, Tennessee
Title:  Secretary III
Schedule (FT/PT):  Regular Full Time
Travel Required:  No
Government Clearance:  Ability to Obtain

At LBYD Federal, “Large Firm Expertise, Small Firm Responsiveness” is the motto that we put into action every day.

We perform high quality engineering, architecture, and professional services in a fast-paced and collaborative environment, with our employees being our greatest asset. We offer you the opportunity to work on exciting and challenging projects for a wide variety of federal clients nationwide. LBYD Federal prides ourselves in being responsive to our clients and partners by empowering you to make decisions and build trust on the front lines.

We provide exceptional opportunities for you to develop and grow your career through education, training, certifications, work assignments, and advancement. We also strive to maintain a 98% employee retention rate, by providing exceptional growth opportunities across affiliated business lines including Engineering, Environmental, Construction, and Mission Support activities.

LBYD Federal has a highly competitive benefits package including 401(k) matching and medical, dental, and life insurance options. We have a formalized mentorship program, professional development through North Wind University, a health & wellness program, and an employee service awards program to enhance your experience and job satisfaction. Additionally, we support the communities where we live and work by taking part in community fundraisers and volunteering through local organizations. LBYD Federal is a diverse, veteran-friendly firm that provides the right environment for leaders and results-oriented professionals to thrive. Come join our team!

POSITION PURPOSE:

The Secretary III will provide administrative support to the U.S. Department of Energy (DOE).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support to DOE by preparing letters, memos, proposals, DOE procedures, work practices, assessments, and concurrence page correspondence as directed by staff per DOE written standards.
• Creates associated DOE DocLog System entries and updates as appropriate.
• 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 guidance; 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 as directed.
• Sort mail and place it in their respective mailboxes, creating Correspondence Action Tracking Systems action and sending it out as a mail link when necessary.
• Supports the Strategic Partnership Projects (SPP) by entering and saving SPP acceptances, emailing funding obligations to sponsors, and preparing Contracting Officer letter requests, counterintelligence, and acceptances.
• Responsible for all routing, approval, and record management responsibilities for DOE.
• Ensures foreign travel is conducted in accordance with applicable standards and requirements using the Foreign Travel Management System.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Maintain a close and highly responsive relationship with the day-to-day activities of the managers, supervisors, and staff.
• Functions effectively in a team environment.
• Provide daily and/or monthly matrix reports to DOE and Contract Managers.
• Work efficiently and responsibly from remote locations if necessary.
• Responsible for keeping an immediate work area in a neat and orderly condition to ensure the safety of self and coworkers.
• Report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Immediately correct any unsafe conditions to the best of own ability.

MINIMUM QUALIFICATIONS:
Education and Experience:

• HS Diploma or GED
• 6 years' experience office administration

Skills and Abilities:

• High level of proficiency in time management and ability to follow set procedures and processes.
• Ability to recall/retain a high volume of information/details.
• Effective communication is vital to prevent any misunderstandings and/or misinterpretations
• Proficiency in Microsoft Office Suite.
• Knowledge of, or training in, Video Conference systems such as Microsoft Teams or Zoom, Adobe, and SharePoint sharing of documents.
• Excellent proofreading/copy editing skills are of particular importance, as all correspondence will be reviewed for grammatical and formatting accuracy by the person in this position before being reviewed and requiring the signature of Front Office Management.

Special Requirements:

• Ability to pass a background check and drug screening and/or obtain any required security passes and network access.

PREFERRED QUALIFICATIONS:

• DOE Experience preferred

PHYSICAL DEMANDS:

• This position is a sedentary role. While performing the duties of this job, the employee will be sitting for long periods of time but will also be required to stand, walk, and communicate with others, and light lifting up to 20 pounds.

WORKING ENVIRONMENT:

• All work will be performed indoors.
• Exposure to standard office equipment and noise levels.

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation ( form to get assistance.

North Wind 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. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.

Proof of citizenship will be required as a condition of employment.

Candidates may be required to obtain and hold a Secret or Higher US Government Clearance. 

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