Administrative Assistant
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Job Information
Job Title: Administrative Assistant
******This is a multi-level posting******
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Mission/Vision Statement
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Securing the Nation Bit by Byte and Addressing the Threats of Tomorrow, Today
Mission: Discover, demonstrate and secure innovative nuclear energy solutions, other clean energy options and critical infrastructure.
Vision: INL will change the world's energy future and secure our critical infrastructure.
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Responsibilities |
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Idaho National Laboratory (INL) is seeking an administrative assistant for the National and Homeland Security (N&HS) organization. The incumbent will provide professional and highest quality administrative support to the N&HS organization in a complex and high-paced environment.
Requires interfacing with multiple customers, DOE Idaho Operations Office, DOE-HQ, senior management, other national laboratories, and outside entities. Perform routine and non-routine administrative support functions with little or no direction based on in-depth knowledge of N&HS administrative needs, understanding and application of typical INL and N&HS procedures and processes, with a focus on results. Exercise independent judgment and handle multiple priorities and tasks simultaneously focusing on the strategic roadmap, ensuring quality in the details and consistency across all N&HS activities relating to areas of focus.
Must demonstrate excellent written and verbal communication skills. Work effectively and accurately under pressure and tight deadlines to meet commitments while maintaining quality of work with professionalism and effective interface. Compose and prepare routine and non-routine correspondence ensuring proper laboratory format is used and provide comments to ensure that a clear professional message is communicated, often requiring proofing for typographical accuracy, grammar, and content for letters, reports, graphs, charts, manuscripts, etc. Efficiently manage multiple calendars/schedules with accuracy and efficiency while prioritizing leadership time management needs. Schedule complex meetings (internal and external to INL) and meeting logistics.
Make travel arrangements and complete accurate expense reports. Provide hospitality services to external customers or visitors, ensuring that INL’s protocol and procedures for national and foreign visitors and travel is observed. Track action items and ensure complete, timely and accurate results. Makes timely and informed decisions on problems and issue requiring immediate attention, and appropriately involves others in decisions. Ensure confidentiality of administrative files and discussions and adhere to laboratory procurement policies when purchasing supplies and equipment. Assist with records coordination for the directorate and perform procurement actions (office supplies, publications, project materials, software/hardware, subcontracts, p-card purchases and reconciliation, etc.). Facilitate phone/move requests, and other maintenance and service requests. Keep current and proficient on pertinent company procedures, requirements, policies and standard software tools. Provide excellent administrative, organizational, and interpersonal skills.
Provides clear and transparent communications across the organization to ensure and enable mission critical prioritization and coordination. Works with the ALD’s assistant to ensure professional administrative standards across the organization and represent a professional and responsive image for N&HS. Responsibilities may include additional duties and tasks as assigned across the N&HS organization and operational responsibilities as needed from the Chief Operations Officer. Ensure a safety and security focused work environment. |
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AS0200: Vocational Certificate and five (5) years experience or seven (7) years experience in an administrative capacity, management of multiple projects and tasks.
AD0300: Vocational Certificate and seven (7) years experience or nine (9) years experience in an administrative capacity, management of multiple projects and tasks.
Must be a US Citizen and have the ability to obtain and maintain a DOE "Q" clearance.
*Proven proficiency in managing multiple schedules and organizing complex meetings internal and external, with Microsoft Office including extensive knowledge of MS Word, PowerPoint, and Excel.
*Highly organized, ability to prioritize projects and tasks and meet deadlines in a rapidly changing and complex environment.
*Ability to interact with staff (at all levels) and perform a variety of tasks in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high-level of professionalism and confidentiality.
*Demonstrate initiative to identify tasks or activities that will further the N&HS mission.
*Requires excellent written and verbal communication skills and involves a high throughput of correspondence requiring proofing for typographical accuracy, grammar, and content for letters, reports, graphs, charts, manuscripts, etc.
* Team player and results oriented with ability to take directions and proactively solve administrative issues in a professional manner with all employees, customers, and management in a cordial and professional manner leaving them with a superior customer service experience. | |||
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Employee Job Functions
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Employee Job Functions are physical actions and/or working conditions associated with the position. These functions may also constitute essential functions for the job position which the employee must be able to fulfill, with or without accommodation. Information provided below is to help describe the job so that the applicant has a reasonable understanding of the job duties/expectations. An applicant's ability to perform and/or tolerate these actions and conditions will be discussed and workplace accommodations may be made on a case-by-case basis following an individualized assessment of the applicant and other considerations, including but not limited to any governing safety standards.
Motor Abilities: Combined Upper/Lower body: Repetitive work-intermittent.
Special Senses: Eyes: Near vision.
Work Conditions: Equipment: Typing/keyboard; Personnel Requirements: >8 Hrs/day.
Certification Exam(s): Testing designated position (TDP)
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Please Apply Before: | |||
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June 13, 2018 (Midnight)
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Environmental, Safety and Health Statement
Must be familiar with, and comply with all relevant health and safety requirements. Must be knowledgeable of emergency action policies and procedures, methods for reporting/resolving work practices or conditions to available cognizant professionals.
Other Information
When applying to positions please provide a resume and answer all questions on the following screens. Applicants, who fail to provide a resume or answer the questions, may be deemed ineligible for consideration.
INL Overview
INL is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy's mission in nuclear energy research, science, and national defense.
The Idaho Falls Area
Idaho Falls is conveniently situated near many national treasures such as Yellowstone National Park, Teton National Park, Jackson, WY, etc. For more information about the area, please visit www.visitidahofalls.com and www.visitidaho.org.
Equal Employment Opportunity
Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.
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