Administrative Assistant 3/4

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

2d•Onsite

About The Position

N3B is seeking a highly organized and communicative Administrative Assistant with an upbeat attitude to support management and visitors. This role involves handling various office tasks, providing professional assistance via phone, mail, and email, making travel arrangements, and contributing positively to the workplace environment. The ideal candidate will be professional, polite, attentive, accurate, prepared, and responsive, with strong computer skills and excellent verbal and written communication abilities. A genuine desire to assist others is essential. This is a deployed position within an N3B program organization, with the possibility of reassignment to other departments based on company needs and management decisions.

Requirements

Extensive knowledge in specialized functions (Level 3).
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 (Level 3).
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.
Computer and software skills: Comfortable using Microsoft Office, email, and the internet.
Multitasking skills: Ability to juggle several demands at once.
Organizational skills: Detail-oriented and organized.
Decision-making skills: 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 (Level 4).
Demonstrated experience establishing and implementing effective office procedures (Level 4).
Experience researching problems and working to resolve them in a professional and timely manner (Level 4).
Strong computer and software skills in the areas of Microsoft Office, email, and the internet (Level 4).
Advanced organizational and decision-making skills (Level 4).
Business professional attire (Level 4).

Responsibilities

Greet visitors or callers and handle their inquiries or direct them to the appropriate persons.
Use computers for various applications, such as database management or word processing.
Operate office equipment, such as fax machines, 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.
Operate electronic mail systems and coordinate the flow of information.
Schedule and confirm appointments for clients, customers, or supervisors.
Maintain scheduling and event calendars.
Compose, type, and distribute meeting notes, routine correspondence, or reports.
Complete forms in accordance with company procedures.
Conduct searches to find needed information, using sources such as the Internet.
Open, read, route, and distribute incoming mail or other materials and answer routine letters.
Learn to operate new office technologies as they are developed and implemented.
Order and dispense supplies.
Monitor the purchasing process of departmental expenditures utilizing a purchasing card or requisitions.
Establish work procedures or schedules and keep track of the daily work of departmental staff.
Provide services to customers, such as order placement or account information.
Arrange conference, meeting, or travel reservations for office personnel.
Complete travel and employee reimbursements.
Provide training and orientation to new staff within the department.
Manage projects or contribute to committee or teamwork.
Coordinate conferences, meetings, or special events.