Position Overview
Weapon Systems Engineering Division (W Division/W Program) provides systems engineering and program management to ensure the safety, reliability and security of our Nation¿s nuclear stockpile for the entire Life cycle. W Division is responsible for leadership of activities in stockpile assessment, certification, and life extension projects. The Weapon Systems Administrative Team provides the Weapon Systems Engineering Staff with consistent, efficient, administrative to facilitate the staff member's ability to achieve the Division's mission. The successful candidate will have exposure to sensitive and classified information, which requires constant use of tact, diplomacy, discretion and good judgment. Work will require regular communication with executive, administrative, and line management employees to gather or convey information about activities, or to interpret policies or procedures, The successful candidate will be expected to work cooperatively with all office staff as well as all members of the W Division administrative team. Key attributes Include the ability to work effectively under pressure and numerous changing deadlines and priorities; to perform duties with minimal supervision; and to maintain a professional office , environment practicing confidentiality and discretion at all times. Must practice excellent judgment and initiative to determine the approach or action to take in nonroutine situations and in making administrative decisions in delegated areas of responsibility. Administrative duties include, but are not limited to: Serve as a resource to interpret, practice, and communicate information regarding W Division and Laboratory policies and procedures; participate in planning functions within the administrative team; answer and screen telephone calls, respond to telephone/mail inquiries and requests for information in a timely fashion; independently process, review, verify, and track administrative data to ensure accuracy and completeness; compose correspondence for managers' or own signature; create and manage databases; and track requests coming into the office to ensure timely action. Manage electronic calendars, coordinate and arrange complex meetings, conferences and/or foreign and domestic travel. Establish and maintain office files and records (hardcopy and electronic), and serve as an alternate classified document custodian. Assist with special projects and other assignments as necessary, Core office hours are 8 a.m, to 5 p.m. and may require occasional overtime work.
Key Position Requirements
Extensive professional-level experience and proven competence in administrative support and office management. Demonstrated experience in organizing and prioritizing tasks. Demonstrated experience taking initiative and assuming responsibility for projects from inception to completion. Demonstrated ability to solve problems with minimal supervision, Demonstrated ability to work effectively under pressure of deadlines, frequent interruptions, and changing priorities. Excellent verbal and written communication skills. Demonstrated proficiency in secretarial skills including: typing, word processing, spreadsheet generation, proofreading (grammar, spelling, punctuation, etc.) and accuracy/attention to detail. Excellent record keeping and filing skills including maintaining databases. Working knowledge of the Laboratory structure and administrative policies and procedures. Demonstrated excellent interpersonal skills with the ability to interact with all levels of management and personnel. Demonstrated proficiency in software applications such as Netscape, Eudora, Meeting Maker, Microsoft OPnce (Word, EXCEL, PowerPoint, etc.) and Lab-wide systems (T&E, Travel, IB, Data warehouse, and JIT), Ability to obtain a DOE Q clearance which normally requires US citizenship.
Previous experience working in a group office. Experience handling classified material. Previous experience as a classified matter custodian highly desirable.
Summary
Provides administrative support for a wide variety of generalized office-related activities. Specific duties may include, but are not necessarily limited to: tracking and conveying messages; generating internal and external correspondence; maintaining electronic and hardcopy files; coordinating calendars, schedules, meeting logistics, and travel arrangements; ordering supplies; and serving as a resource for staff regarding established administrative policies and procedures.
NOTE: This function is most closely related to generalized office and/or clerical support activities.
For functions more closely related to professional support activities requiring specialized knowledge of functions, organizations, and/or programs, see:
Professional Staff Assistant
For positions more closely related to the professional administrative management of business, operational, and/or programmatic activities, see:
Chief of Staff
Job Duties
-
Safety and security are a primary responsibility for all Laboratory employees. Maintains required safety and security training, assures safety and security compliance, and makes safety and security an integral part of every task, including taking the necessary steps to stop work if continuing the job is unsafe or compromises security.
-
Performs a wide range of administrative and office-related functions and activities requiring judgment in resolving issues or in making recommendations.
-
Generates a variety of internal and external correspondence, reports, and forms, typically requiring limited supervision and general instruction.
-
Reviews, prioritizes, tracks, and distributes incoming and outgoing messages and actions, including electronic and hardcopy mail and faxes, utilizing established or self-developed databases and/or systems.
-
Maintains electronic and hardcopy files in established or self-developed systems.
-
Coordinates calendars and schedules.
-
Coordinates logistics, scheduling, and announcement of meetings.
-
Coordinates domestic and foreign travel arrangements and reimbursements.
-
May enter time and effort reporting for assigned employees.
-
May handle sensitive information and/or classified matter.
-
May serve as an escort to visitors and uncleared and/or L-cleared personnel.
-
May serve as the designated procurement representative and maintain related records and documents.
-
May serve as the key/core custodian.
-
May serve as point of contact and as a resource for internal offices and external agencies.
-
Acts as a resource to staff for established processes, procedures, and guidelines.
-
May provide input regarding organization-specific administrative practices and procedures.
-
Understands and adheres to all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures.
-
Ensures all results, materials, processes, and final products meet quality specifications and are completed according to established requirements.
-
Fosters a mutually respectful work environment that is free from discrimination and harassment.
Job Knowledge
-
Advanced knowledge of and experience with the provision of administrative services and activities, including general office management.
-
Advanced knowledge of and experience with office-interfacing software packages.
-
Advanced knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
-
Knowledge of governmental regulations and potential environmental impacts related to administrative practices.
-
Proficient in the preparation and formatting of correspondence, reports, and/or presentations.
-
Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
-
Excellent customer service skills.
-
Ability to effectively work in a team environment and interact with all levels of internal and external personnel, including the ability to network with senior internal and external administrative personnel.
-
Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
-
Ability to work with sensitive information and/or classified matter.
Education
-
Position typically requires two-to-four years of related experience, or an equivalent combination of education and experience. At this level, additional training, certification, and/or education may be desirable.
Direction
A. Supervision Received
B. Supervision Exercised
C. Contacts
-
Regular contact with all levels of Laboratory staff and management to provide office-related, administrative support activities and information.
-
Regular contact with sources and affiliates external to the Laboratory to receive and/or convey messages and information.
This description is not intended to be a complete statement of every aspect of the position, but rather to act as a guide to the essential functions to be performed. Assigned functions of this job may vary, and other duties and responsibilities may be assigned or changed at the discretion of management.
Notes To Applicants
Business school or other formal training, or equivalent combination of education and experience.
Contact
For specific questions about the status of this job, call (505)665-1917
