Administrative Assistant 3

Newport News Nuclear BWXT Los Alamos LLC•Los Alamos, NM

8h•Onsite

About The Position

N3B is looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace. To be successful as an Administrative Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others. This is a deployed position assigned to an N3B program organization. Depending on N3B Administrative Assistant skill sets and resource needs, N3B reserves the right to reassign Administrative Assistant employees to other organizations within the company on an as needed basis. Additionally, N3B reserves the right to modify, change, add, position duties and/or positions if deemed appropriate for budget, operational, or other determining factors as determined by management.

Requirements

Extensive knowledge of specialized functions. A wide and comprehensive acquaintance with and understanding of both general and specific aspects of the job and their practical application to complex problems and situations ordinarily encountered
Excellent time management skills with the ability to multitask and prioritize work
Ability to follow written and oral instructions
Work effectively as a team member and individually
Exhibit sound judgment and good listening skills
Maintain confidentiality to sensitive matters
Must be willing to cover other shifts and assignments as required
Establish and implement effective office procedures
Communicate effectively and professionally with internal and external customers
Strong computer and software skills: You should be comfortable using Microsoft Office, Adobe, email, and the internet
Multitasking skills: The ability to juggle several demands at once
Organizational skills: You must be detail-oriented and organized, able to locate a document or recall protocol at a moment's notice
Decision-making skills: be able to prioritize and make time-effective decisions. Attention to detail
Desire to be proactive and create a positive experience for others
Verify work is performed in accordance with procedures and applicable Federal, State, DOE regulations
Excellent written and verbal communication skills
Experience working in a dynamic office environment performing a variety of administrative office duties
Demonstrated experience establishing and implementing effective office procedures
Experience researching problems and working to resolve them in a professional and timely manner
Attention to detail, advanced organizational and decision-making skills
Business professional attire

Responsibilities

Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs
Coordinate conferences, meetings, or special events, such as luncheons
Schedule and confirm appointments for clients, supervisors and departmental staff
Arrange conference, meeting, or travel reservations for office personnel
Maintain event calendars
Establish work procedures or schedules and keep track of the daily work of departmental staff
Learn to operate new office technologies as they are developed and implemented
Operate office equipment, such as computers, copiers, or phone systems and arrange for repairs when equipment malfunctions
Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
Serve as a record custodian
Produce and distribute correspondence memos, letters and forms
Submit and reconcile expense reports
Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies
Receive, sort, and distribute mail
Conduct searches to find needed information, using such sources as the Internet
Monitor the purchasing process of departmental expenditures utilizing a purchasing card or requisitions.
Complete forms in accordance with company procedures
Prepare and assist with department presentations
Provide services to customers and departmental staff, such as order placement or account information.
Complete travel and employee reimbursements
Provide training and orientation to new staff within the department
Manage projects or contribute to team effort by accomplishing related results as needed
Handle sensitive information in a confidential manner
Develop and update administrative systems to make them more efficient
Ability to travel to other sites for business needs
All other duties as assigned