Administrative Assistant I

Street Legal•Los Alamos, NM

2d•Onsite

About The Position

Street Legal is currently seeking an Administrative Support Associate to join their team in the Los Alamos, NM area. This position supports the DOE and reports to the Program Manager. This position is 100% on-site and is perfect for someone detail-oriented, with a drive to learn and expand their professional portfolio. As this team supports many Administrative efforts and projects, this position could be involved in any of the following task and support initiatives.

Requirements

High School Diploma or equivalent
1-2 years of experience in a similar role
Personnel shall be familiar with (or learn) the appropriate mail regulations and guidelines.
Personnel must have interpersonal skills such as customer service and teaming abilities.
Discretion, professionalism, good judgment, organizational ability, initiative, flexibility, and the ability to work independently are especially important for these positions.

Responsibilities

Provide daily administrative support which includes, but is not limited to, the following activities:
Use various software applications for calendar management, word processing, data entry, composing, preparing correspondence and travel documents, briefings, reports and graphic presentations and a wide variety of other analytical, process flow, financial spreadsheet, narrative, tabular and statistical materials requiring complex formats and arrangement.
The field office Work Authorization inbox shall be checked every day and entered into the eDocs system for routing.
The field office Work Authorization inbox shall be checked for return (signed) work authorization and institute a tracking spreadsheet that will be updated two times per week unless otherwise directed.
The returned (signed) work authorizations from Triad/LANL shall be uploaded into eDOCS to officially closeout the transaction.
Enter and maintain travel document receipts for government travel for the various field office organizations.
Enter all government travel into the Concur system for authorization and process vouchers in accordance with department procedures.
Escort visitors--work with security to arrange for foreign visitors.
Provide assistance in the ordering, storing, and distribution of office supplies.
Maintain administrative data systems such as contact lists, shared calendars, and the dashboard.
Perform technical writing, editorial and layout services, graphic design, high-resolution scanning, and all other steps necessary to provide digital "camera ready" output for brochures or other publications.
Receive visitors, screen calls and refer inquiries to the appropriate person.
Establish and/or maintain office files and databases, including electronic data files consistent with standard file storage/structure methodologies and office policies and procedures.
Support the management of office filing and record systems.
Maintain all files, records, documents, correspondence, briefings, reports, graphic presentations, photos, etc. on a shared drive.
Some administrative support staff shall support the specific Assistant Managers and their respective groups.
Some administrative support staff shall be assigned responsibilities as Issues Management Coordinators and will be the organizations' records custodians.
Field Office Facilities/Conference Room management: Provide assistance in preparing briefing material for meetings/conferences, setting up telephone conferences, coordinate conference room reservations, arrangements and meeting room setups.
Mailroom Services shall be provided in accordance with locally established Mailroom Procedure Guidelines to include:
Data entry of all correspondence into eDocs
Managing LASO mailbox and timelines
Scanning correspondence and attachments, including email, into eDocs
Ensuring correspondence is routed to the appropriate field office organization through eDocs electronic capabilities and/or routine mailing capabilities
Ensuring that all correspondence is file coded and routed to the Records Coordinator for disposition
Serve as the focal point for incoming and outgoing field office correspondence.