Administrative Assistant

What You Will Do

The Plutonium Supply and Disposition (PSD) Division is looking for a motivated, customer-focused, professional, efficient, reliable, organized, and experienced administrative assistant to support the Material Recycle and Recovery Group (PSD-4), and the division office as needed. This position will report to the PSD Division Staff Operations Manager. The selected candidate will be required to uphold high standards of administrative professionalism, and attention to detail and accuracy.

You must be an excellent problem solver, have a customer-focused approach and work cooperatively with the staff in a dynamic and diverse office environment. Being a member of the division administrative team requires close cooperation with peers and leadership across the division, and assuming responsibility and accountability for deadlines and commitments.

• Safety and security are a primary responsibility for all Laboratory employees. Assures safety and security compliance, maintains required safety and security training, and makes safety and security an integral part of every task, including taking the necessary steps to stop work if continuing the job is unsafe or compromises security.
• Performs a wide range of administrative and office-related functions and activities requiring judgment in resolving issues of moderate complexity or in making recommendations.
• Generates a variety of internal and external correspondence, reports, and forms, with limited supervision and general instruction.
• Reviews, prioritizes, tracks, and distributes incoming and outgoing messages and actions, including electronic and hardcopy mail utilizing established or self-developed databases and/or systems.
• Maintains electronic and hard copy files in established systems.
• Coordinates calendars and schedules.
• Coordinates logistics, scheduling, and announcement of meetings.
• Coordinates domestic and foreign travel arrangements and reimbursements.
• Act as a timekeeper for one or more organizations. May enter time and effort reporting for assigned employees.
• May mentor and train other administrative personnel.
• May handle sensitive information and/or classified matter.
• May serve as an escort to visitors and uncleared and/or L-cleared personnel.
• May serve as the designated procurement representative and maintain related records and documents.
• May serve as the key/core custodian.
• May serve as point of contact and as a resource for internal offices and external agencies.
• Acts as a resource to staff for established processes, procedures, and guidelines.
• May provide input regarding organization-specific administrative practices and procedures.
• Understands and adheres to all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures.
• Ensures all results, materials, processes, and final products meet quality specifications and are completed according to established requirements.
• Fosters a mutually respectful and inclusive work environment that is free from discrimination and harassment.

• Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed.
• Excellent oral, written, and verbal interpersonal skills.
• Proven experience organizing, prioritizing, and following through to completion on multiple tasks, under strict deadlines and changing priorities.
• Demonstrated experience managing electronic calendars and coordinating meetings.

• Computer proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), (Sharepoint, MS Teams, Adobe Acrobat etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, Concur, etc.).
• Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations as needed.

• Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment.
• An excellent record of integrity, dependability, availability, attendance, and punctuality is essential.
• Experience making decisions and resolving problems both independently and as a team member, using judgment, creativity, flexibility, and initiative to determine the approach or action to take in non-routine situations.

• The ability to interface effectively with people throughout the organization hierarchy and partnership with internal support organizations.
• Demonstrated ability to generate a variety of internal and external correspondence, reports, and forms, with limited supervision and general instruction.
• Demonstrated ability to foster a cohesive team environment and share, teach, and learn from other team members is…