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 complex administrative and office-related functions and activities requiring considerable judgment, high degree of initiative, and independent action.
3. Generates a variety of internal and external correspondence, reports, and forms, typically requiring minimal supervision and often without established 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 multiple calendars and complex schedules.
7. Compiles and organizes, and may research and develop briefing and meeting documentation.
8. Coordinates logistics, scheduling, and announcement of meetings and conferences.
9. Coordinates domestic and foreign travel arrangements and reimbursements.
10. May enter time and effort reporting for assigned employees.
11. May handle sensitive information and/or classified matter.
12. May serve as an escort to visitors and uncleared and/or L-cleared personnel.
13. May serve as the designated procurement representative and maintain related records and documents.
14. May serve as the key/core custodian.
15. Serves as point of contact and as a resource for internal offices and external agencies.
16. Acts as a resource to staff for established processes, procedures, and guidelines.
17. May establish organization-specific administrative practices and procedures.
18. May assist in the research, analysis, and implementation of business initiatives in support of management objectives.
19. Understands and adheres to all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures.
20. Ensures all results, materials, processes, and final products meet quality specifications and are completed according to established requirements.
21. Fosters a mutually respectful work environment that is free from discrimination and harassment.

Job Knowledge

• Expert-level knowledge of and experience with the provision of administrative services and activities, including general office management.
• Expert-level knowledge of and experience with office-interfacing software packages.
• Expert-level 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.
• Highly 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 all levels of internal and external personnel.
• Successfully 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 five or more years of related experience, or an equivalent combination of education and experience.  At this level, additional training, certification, and/or education may be expected.

Direction

A. Supervision Received

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

B. Supervision Exercised

• May supervise the work of 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.