Job Description (show details...)

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

1. 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.
2. Performs a wide range of administrative and office-related functions and activities requiring judgment in resolving issues or in making recommendations.
3. Generates a variety of internal and external correspondence, reports, and forms, typically requiring limited supervision and general instruction.
4. 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.
5. Maintains electronic and hardcopy files in established or self-developed systems.
6. Coordinates calendars and schedules.
7. Coordinates logistics, scheduling, and announcement of meetings.
8. Coordinates domestic and foreign travel arrangements and reimbursements.
9. May enter time and effort reporting for assigned employees.
10. May handle sensitive information and/or classified matter.
11. May serve as an escort to visitors and uncleared and/or L-cleared personnel.
12. May serve as the designated procurement representative and maintain related records and documents.
13. May serve as the key/core custodian.
14. May serve as point of contact and as a resource for internal offices and external agencies.
15. Acts as a resource to staff for established processes, procedures, and guidelines.
16. May provide input regarding organization-specific administrative practices and procedures.
17. Understands and adheres to all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures.
18. Ensures all results, materials, processes, and final products meet quality specifications and are completed according to established requirements.
19. 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

• Receives functional and operational direction from the designated supervisor/manager.

B. Supervision Exercised

• May coordinate workflow and provide guidance to less experienced administrative assistants.

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.