Strategic Administrative Specialist

Idaho National Laboratory is hiring an Administrative Assistant to work in our Safeguards and Security Futures division. Our team works a 9x80 schedule located out of our Idaho Falls facility with every other Friday off.

The successful candidate will be able to demonstrate resiliency, responsiveness, and the ability to bring their whole selves to work to apply all their skills and energy to achieving our mission. This position fosters confidentiality, prudent judgement, and discretion in all forms of communications. Interpersonal engagement in response to change is also key to this position. Those who can exude a responsive, customer-centric attitude when faced with uncertainty and ambiguity will be most successful in this role.

Essential Job Functions and Responsibilities:

• Compose, type, edit, and proofread a variety of documents, reports, and correspondence. Design and create charts and graphs for oral presentations. Initiate and respond to correspondence of both routine and non-routine nature. Address problems/inquiries and complete periodic and special reports.
• Order supplies by generating requisitions through company-provided systems. Serve as the Point of Contact (POC) and escort for vendors performing maintenance on office equipment.
• Receive, refer, and/or answer mail, walk-in, and telephone inquiries regarding organization activities.
• Efficiently manage and coordinate multiple calendars/schedules with accuracy and prioritize time management needs. Proactively resolve scheduling conflicts and coordinate collaborative meetings.
• Support office operations by coordinating requests for information or providing general direction to others across INL.
• Coordinate travel accommodations for the organization and prepare travel expense records.
• Handle project classified and unclassified sensitive data and materials according to protocol while maintaining vigilance against security infractions and violations.
• Advise managers and personnel in making decisions to retain, store, or destroy organization records, ensuring special record-keeping requirements are met for various record classifications.
• Maintain office records and files, ensuring confidentiality and security of sensitive and controlled documents.
• Coordinate logistical space needs and onboarding of new employees. Facilitate phone/move requests, and other maintenance and service requests for employees. Manage property and space.
• Monitor the status of critical items, assignments, and deadlines to ensure timely completion.
• May escort un-cleared visitors as requested.

Required:

• Level 3:
  Graduation from high school or equivalent and (4) years of relevant experience.
• Level 4:
  Graduation from high school or equivalent and (6) years of relevant experience.
• Excellent verbal and written communication skills.
• Experience prioritizing competing assignments and proactively anticipating needs of organization.
• Experience coordinating or supporting projects, including gathering information, tracking progress, and preparing summary materials.
• Experience and demonstrated proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) with the ability to create charts, graphs, and formatted documents.
• Experience coordinating complex calendars, meetings, and logistics across multiple organizations or stakeholders.
• Experience managing sensitive, confidential, or controlled documents in accordance with established protocols.
• Experience preparing polished, error-free correspondence, reports, and presentations.
• Demonstrated written and verbal communication skills, with proven ability to interact professionally with internal and external stakeholders.
• This position requires the ability to obtain and maintain a Department of Energy "Q" clearance, which requires US Citizenship.

Physical Requirements:

The employee is frequently required to stand, walk, sit, bend, operate a computer keyboard or type, handle materials, or reach with hands and arms performing the essential functions of the classification. The duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials. The employee must occasionally lift 35 pounds. Specific vision abilities required by this classification include close vision, distance vision, depth perception and ability to adjust focus, conduct research and inspect materials.

Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions, communicate effectively in person, by telephone or electronic mail. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Information:

• The pay range for this position is:
  Level NE3: $22.93 - $37.82 / Level NE4: $26.36 - $43.48. At Idaho National Laboratory…