Administrative Assistant

Overview

What You Will Do The Analytics, Intelligence and Technology (A) and Center for National Security and International Studies (CNSIS) are looking for an Administrative Assistant 4 to join our teams. We are seeking an energetic, highly proficient Administrative Assistant to provide support to our managers and staff and serve as the first point of contact for visitors, officials, and upper management.

The successful candidate will have a customer-focused approach to administrative responsibilities and work cooperatively with staff in a dynamic office environment while maintaining a positive attitude and creating a professional work atmosphere.

The Analytics, Intelligence and Technology (A) and Center for National Security and International Studies (CNSIS) are looking for an Administrative Assistant 4 to join our teams. We are seeking an energetic, highly proficient Administrative Assistant to provide support to our managers and staff and serve as the first point of contact for visitors, officials, and upper management. The successful candidate will have a customer-focused approach to administrative responsibilities and work cooperatively with staff in a dynamic office environment while maintaining a positive attitude and creating a professional work atmosphere.

This position will provide administrative support for a wide variety of office-related activities including but not limited to:

• Processing and keeping the Group management and staff abreast of non-technical, administrative matters (e.g., travel, procurement, timecards, space issues, conference rooms, policies and procedures, etc.).
• Providing oversight of the administrative functions and management of the office.
• Managing calendars for the Group management, including related decision-making and prioritization.
• Prioritizing and tracking tasks to completion.
• Creating and maintaining spreadsheets and database files.
• Serving as the Group Office primary timekeeper, Designated Procurement Representative (DPR), records manager, key custodian, and classified matter custodian.
• Handling purchasing and purchase requests from the group/division.
• Assisting with travel request, booking travel, and submitting travel reimbursements.
• Ensuring the office atmosphere is conducive to open communications and interactions.
• Onboarding visitors including preparing documentation, access control, scheduling escorts, clearance transfers, etc.
• Onboarding new staff and students including preparing documentation and welcome packets and ensuring that work spaces are outfitted properly.
• Manage incoming/outgoing correspondence/documents and following processes.
• Preparing, composing, and editing documents and memos.
• Interfacing with facilities, human resources, IT support, and other offices to help solve problems in a timely manner.

Minimum

Job Requirements:

• Administrative Support:
  Demonstrated ability for exceptional attention to detail.
• Extensive experience and proven competence in professional administrative assistance or office management.
• Demonstrated extensive experience researching, analyzing, and resolving problems and issues both independently and as a team member.
• Demonstrated excellence in interacting effectively with management, peers, and customers (internal/external).
• Ability to obtain a DOE Q/SCI Clearance.

• Business Systems: Excellent computer skills in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Drive, and similar tools. Demonstrated competency independently composing and editing correspondence, memo, and other written documents.

• Communication: Excellent oral, written, and interpersonal communication skills. Demonstrated experience utilizing tact, diplomacy, and discretion in dealing with sensitive information/matters.

• Organization and Time Management: A track record of demonstrating initiative and collaboration. Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with sensitive information/matters. Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities, and deadlines while maintaining excellent quality in daily operational work.

Education/

Experience:

Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.

• Thorough knowledge and in-depth understanding of Laboratory organizational structure, operations, policies, and administrative systems.
• Demonstrated experience with processes and systems for hosting external visitors, including foreign national visitors.
• Demonstrated experience with domestic and foreign travel reservations and reimbursement processes.
• Demonstrated Designated Procurement Representative and P-card experience.
• Experience with lab wide systems (Oracle E-Business Suite, FVTS, Concur, Ariba).
• The…