Administrative Assistant 3

This position will be filled at either the Administrative Assistant 3 or 4 level, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level. The Engineering, Operations, and Physics (J-6) group is looking for a motivated, customer service focused, and experienced Administrative Assistant. Reporting to the division office, the selected candidate will provide business and administrative support to the J-6 Group Office and collaborate with the division administrative support staff team.

The ideal candidate should have excellent communication, organization, and problem-solving skills. While executing responsibilities, the selected candidate will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, and confidentiality. They will work closely with the J Division Administrative Staff team in creating and maintaining a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed while serving as a point of contact and a resource for the J-Division members.

• Provide proficient calendar management for the J-6 Group Leader and Deputy Group Leaders by independently coordinating commitments with appropriate contacts.
• Administrative tasks such as creating and maintaining spreadsheets, tracking document expiration and review dates, keeping a well-organized group office, etc.
• Coordinate domestic and foreign travel arrangements for J-6 staff, often on short notice.
• Coordinate visits with internal/external participants.
• Serve as a Professional Buyer.
• Act as a resource to staff for established processes, procedures, and guidelines.

In addition to what was outlined at the lower level, at this level

• Provide expert-level calendar management for the J-6 Group Leader and Deputy Group Leaders by independently coordinating commitments with appropriate contacts.
• Coordinate logistics, scheduling, and announcement of complex meetings and conferences.
• Coordinate complex travel requests and expense reports.
• Execute complex administrative and office-related functions and activities requiring sound judgment.
• Utilize a high degree of initiative.

• Knowledge of and experience with standardized software packages for action tracking, calendar management, e-mail distribution, purchasing, time and labor, travel, training, and Microsoft office programs.
• Excellent oral and written communication skills with demonstrated high attention to detail.
• Excellent customer service skills and ability to interact effectively with all levels of internal and external personnel, including the ability to build effective working relationships.
• Ability to organize, prioritize, and follow-through to completion on multiple tasks, under strict deadlines and changing priorities.
• Ability to team with other professionals to solve problems and resolve issues.
• Demonstrated record of dependability, availability, attendance, and punctuality.
• Ability to obtain a DOE Q Clearance.

• Expert-level knowledge of and experience with computer software applications, such as Word, Excel, Outlook, PowerPoint, Adobe, etc.
• Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations.
• Knowledge of and experience working independently to track and report progress of time sensitive deliverables.

Position requires a High School Diploma and 3 years related experience; or, an…