At Aleut Federal, we believe our mission matters as much as the job. As an Alaskan Native-owned company, we support our Shareholders—the Unangax people of the Aleutian Islands—by delivering high-quality service to federal clients and engaging in our communities. We invest in our people through mentorship, growth opportunities, strong benefits, and a commitment to diversity, inclusion, and accountability. Guided by our motto, “We are One,” we work together with a shared purpose to achieve our mission.
POSITION SUMMARY
Contractor shall provide administrative services support associated with the U.S. Department of Energy, Office of Science, Pacific Northwest Site Office.
ESSENTIAL JOB FUNCTIONS
The work scope includes, but is not limited to, the following administrative support activities:
Objectives & Core Philosophy
The objective is to provide high-quality, reliable, and continuous administrative support to the broader PNSO organization and staff.
While the primary day-to-day focus of this position centers on broad-scale document control, mail operations, correspondence tracking, and general staff support, this role is explicitly designed as the critical operational backup to the Front Office Executive Assistant supporting the Site Office Manager (SOM) and Deputy Site Office Manager (DSOM).
To succeed in this role, the contractor must consistently demonstrate:
- High Accountability: Taking personal ownership of office processes, files, and incoming actions from receipt to final resolution.
- Proactive Initiation: Anticipating administrative bottlenecks, identifying files or systems that need organizing, and proactively coordinating with the Front Office EA without waiting to be prompted.
- Impeccable Follow-Through: Ensuring that tasks are not just initiated, but pursued to a successful, error-free conclusion with persistent and professional communication with PNSO staff.
- Agility & Adaptability: Maintaining readiness to seamlessly transition into supporting executive personnel at a moment's notice during EA absences or peak workloads.
Scope of Work
The Contractor shall provide day-to-day administrative, clerical, and logistical support to PNSO staff. Key areas of responsibility include processing incoming and outgoing mail, managing correspondence workflows, maintaining electronic and physical filing systems, and performing data entry on collaboration platforms. The Contractor is expected to coordinate closely with the Front Office Executive Assistant and step in seamlessly to maintain continuous coverage of front office operations when needed.
Key Performance Attributes
To meet the high standards of the PNSO organization, the contractor must exhibit the following performance capabilities:
- Proactivity & Cooperation: Actively coordinating with the Executive Assistant and PNSO staff to identify document backlogs, upcoming meeting needs, or resource shortages.
- Active Correspondence Enhancement: Demonstrating a self-starting drive to evaluate draft communications and actively coordinate with internal customers to elevate the quality, clarity, and impact of PNSO documents before they transition to final routing.
- Information Management Precision: Operating with extreme accuracy when uploading, scanning, labeling, and routing official site documents or tracking action items.
- Reliable Follow-Through: Ensuring that incoming requests, packages, and communications reach their intended recipients and that staff response cycles are proactively monitored.
- Agile Backup Capability: Having the readiness and initiative to shift focus and absorb high-priority front office tasks (such as VIP visitor greeting and calendar scheduling) to support the EA.
Primary Document Control & Correspondence Management
- Proactive Correspondence Enhancement & Review: Review and analyze draft outgoing letters, emails, memorandums, procedures, and reports generated by PNSO staff. Rather than acting as a passive, checklist-based technical editor, the contractor must aggressively review draft products for consistency, flow, and visual presentation. They must proactively make recommendations to authors to enhance the layout, structural organization, and professional delivery of the correspondence.
- Collaborative Customer Coordination: Actively and proactively coordinate with PNSO authors and staff on their correspondence products. This includes initiating timely feedback loops, clarifying document intent, proposing specific enhancements, and working collaboratively to ensure the finalized product meets the highest standards before entering the formal routing system.
- Mail Operations: Process and distribute all incoming and outgoing mail, courier packages, and physical correspondence. Includes but is not limited to physical mail and mail sent to the PNSOManager email.
- SharePoint Records Management: Act as the primary database administrator for PNSO SharePoint "Correspondence" libraries. Scan, upload, catalog, and archive physical and electronic records, ensuring files are consistently kept in highly accurate, searchable, and accessible states.
- Action Tracking Support: Receive, catalog, and monitor incoming action items from emails, physical mail, and other communication channels. The contractor must actively monitor open actions, proactively engage and follow up with responsible staff to obtain updates on the status in the SharePoint system, and work persistently with assignees to help drive action items to a timely and successful closure including routing completed files for signature.
Broad Administrative & Logistical Support
- Office Communications: Receive telephone calls and in-person visitors, answering routine queries, providing requested information when appropriate, and taking detailed messages for staff.
- Meeting Coordination: Schedule and support standard staff meetings, conference room bookings, virtual conferencing links (such as Microsoft Teams or Zoom), and basic equipment setups.
- Inventory & Logistics: Support basic inventory tracking, supply audits, and office logistics efforts to maintain functional workspace environments as time allows.
- Filing Systems Maintenance: Maintain both electronic directory architectures and physical document cabinets in a standardized, logical format in accordance with records retention policies.
Executive Assistant (EA) Continuity of Operations (Backup Profile)
- Cross-Training: Maintain a functional, up-to-date knowledge of the SOM/DSOM preferences, scheduling dynamics, and specific office communication lines.
- Front Office Coverage: Provide seamless backup coverage for the Front Office EA during lunches, vacations, leave, or high-volume periods. Responsibilities during coverage include:
- Greeting and processing high-level visitors and VIPs to the Site Office.
- Answering front office lines and screening calls for leadership.
- Managing SOM/DSOM schedules and updating calendars dynamically under pressure.
- Proactively printing and distributing daily calendars for the next business day: This includes printing large-format calendars to be posted on both the SOM and DSOM office doors, as well as printing small, desk-sized calendars for their workspaces. These calendars, along with all associated read-ahead materials, must be prepared and delivered to the SOM and DSOM the evening prior.
- Supporting the preparation of time and attendance records using the Automated Time Attendance and Production System (ATAAPS) and travel planning using the Concur Travel and Expense System (CONCUR) as required.
- Serve as an active participant in the Administrative Coordination working group.
Required Skills, Systems, and Qualifications
- Core Clerical Competence: Strong typing, spelling, proofreading, and administrative clerical skills.
- Software Proficiency: Proficient use of the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.
- Database & SharePoint Usability: Familiarity with SharePoint navigation, document uploading, and list management.
- System Adaptability (Rapid Learning Curve): General site-specific administrative systems (including CONCUR travel booking, ATAAPS timekeeping, and proprietary PNSO SharePoint databases) will be trained upon boarding. The selected contractor must demonstrate a proven aptitude to easily grasp, learn, and master new or unfamiliar software tools, legacy systems, and databases with minimal instruction.
Job duties and responsibilities may be modified, expanded, or reassigned at any time, and this description does not represent a complete or exhaustive list of all tasks that may be required.
EDUCATION/TRAINING
- High school diploma or GED
Aleut offers the following benefits to eligible employees:
- Health insurance
- Dental/Vision insurance
- Paid Time Off
- Short- and Long-Term Disability
- Life insurance
- 401k and match
Aleut Federal, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or genetics. In addition to federal law requirements, AF complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. AF prohibits workplace harassment based on race, color, sex, religion, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.
#AGS
#ZR
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
