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Administrative Assistant

Idaho National Laboratory

Location:
Position Type:
Rqd Education:
Rqd Experience: 2 - 5 years
Date Posted: July 24, 2022
Reference Code: 18130
Does a career focused on changing the world's energy future intrigue you? If so, we might have just the opportunity you're looking for!
Idaho National Laboratory's (INL) Materials and Fuels Complex Facility Engineering group is seeking forward-thinking professionals interested in exploring a career as an Administrative Assistant.
Our team works an on-site 4x10 schedule located at our MFC facility with every Friday off!
Responsibilities Include:
  • Provide administrative support and assistance to the MFC Engineering Division by supporting the Engineering Department Managers at MFC.
  • Work closely with the Engineering Division Office Administrator, and other Executive Administrators at MFC, while ensuring quality, efficiency, and effective office operations.
  • Monitor, organize, and balance administrative/technical work within organization. Demonstrate professionalism, confidentiality, sound judgment, and appropriate protocol while performing job functions.
  • Serve as a source of administrative/technical knowledge for questions, issues, etc. in support of organizational objectives.
  • Apply company knowledge and ingenuity to resolve complex problems within area of administrative/technical activities. Prioritize and balance daily tasks, assignments, and long-range requests. Organize and effectively plan and prioritize work assignments to ensure high quality products that apply and follow company standards.
  • Maintain advanced knowledge of a variety of software applications, including the company standard software.
  • Work independently or on a team with minimal supervision to accomplish a variety of self-initiated as well as directed work activities.
  • Interface effectively with management, peers, co-workers, and customers across the company, as well as external customers.
  • Compose, prepare internal and external correspondence, reports, and presentations; acting as procurement agent (office supplies, publications, software/hardware subcontracts, service subcontracts, etc.); arrange meetings, take phone messages; maintain calendars; make travel arrangements.
  • Coordinate information for action items; facilitate personnel moves, phone requests, and other maintenance and service requests; prepare technical reports and other project deliverables as requested by Managers; maintain intra- and inter-organization communications; and maintain files in compliance with the Uniform File Code System. Independently manage workload and implement company procedures, requirements, and policies that pertain to the organization. Assist in training and mentoring Department administrative assistants as required or requested.
  • Provide assistance to the MFC Engineering Managers in meeting commitments by organizing and expediting the flow of work through the office. Prioritize and schedules appointments/meetings. Assemble background information needed for meetings, presentations, work projects and reports in the most efficient and effective manner. Prepare, monitor, and coordinate travel expense reports.
  • Review incoming mail and email for the MFC Engineering Managers. Monitor status of critical items, assignments and schedules to ensure timely completion. Ensure accuracy, completeness, and appropriateness of format of written material and proofread material prior to acquiring the Managers signature. Lead the organizational needs pertaining to QA Records.
  • Communicate the Engineering Managers' instructions and assignments to staff when requested.
  • Communicate and provide guidance regarding administrative policies and procedural guidelines set forth by BEA. Implement training as required and serve as a backup to the directorate executive administrative assistant as requested.
  • Organize the office in accordance with the Managers' needs.
  • Institute processes, procedures, and personnel assignments for professional, efficient, and courteous performance throughout the department.


Qualifications:

Minimum Requirements:
  • High school diploma and at least two years of experience.
  • Ability to demonstrate proficient use of standard office equipment and MS Office Suite. Prioritize work, coordinate calendars, and be responsible for commitments and action items.
  • Understanding of office support functions and ability to effectively apply procedures, and direct and delegate workflow of others as appropriate.
  • Ability to identify potential administrative problems/areas for continuous improvement, recommend solutions, and direct implementation.
  • Ability to use discretion and professional judgment while positively interacting with a wide variety of INL staff and clients at all levels. Resolve and/or advise management on a wider range of administrative issues.
  • Ability to set and coordinate administrative priorities and effectively communicate information while independently making decisions/responding to a wide range of actions and/or inquiries based on business knowledge.
  • Ability to become a QA Records Coordinator in order to maintain QA Record in the organization.
  • Excellent verbal and written communication.
Preferred Requirements:
  • Experience with iBuy, Asset Suite, and Concur.
Job Information
  • Salary Grade: 130
  • Chosen applicants are required to show a demonstrated commitment to valuing diversity and contributing to an inclusive working environment.
INL is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy's mission in nuclear energy research, science, and national defense. With more than 5,000 scientists, researchers, and support staff, the laboratory works with national and international governments, universities and industry partners to discover new science and development technologies that underpin the nation's nuclear and renewable energy, national security, and environmental missions.
Growing INL: An Overview of New Facilities and Capabilities

INL Mission
Our mission is to discover, demonstrate and secure innovative nuclear energy solutions, other clean energy options and critical infrastructure.

INL Vision
Our vision is to change the world's energy future and secure our nation's critical infrastructure.

Selective Service Requirements
To be eligible for employment at INL males born after December 31, 1959 must have registered with the Selective Service System (SSS). For more information see www.sss.gov.

Equal Employment Opportunity
Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Women and People of Color are strongly encouraged to apply.

COVID Safety Protocols
As a condition of employment, Idaho National Laboratory will inquire about COVID vaccination status and expects candidates to comply with all required COVID safety protocols, including mask-wearing as applicable.

Idaho National Laboratory has implemented a required vaccination policy effective immediately requiring that all new hires must be vaccinated against COVID-19 as a condition of employment, unless exempt under Title VII of the Civil Rights Act, the Americans with Disabilities Act, or other applicable state or federal law. In accordance with Idaho National Laboratory's duty to provide and maintain a workplace that is free of known hazards, we are adopting this policy to safeguard the health of our employees and their families, our customers and visitors, and the community at large from infectious diseases that may be reduced by vaccinations.
Reasonable Accommodation
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
Other Information
When applying to positions please provide a resume and answer all questions on the following screens. Applicants, who fail to provide a resume or answer the questions, may be deemed ineligible for consideration.
INL does not accept resumes from third party vendors unsolicited.
Benefits, Salary, and Relocation
We have an extremely competitive salary structure and phenomenal benefits. For more information, please visit: https://www.inl.gov/careers/benefits-overview/
About this Employer‍

Part of the U.S. Dept. of Energy’s complex of national laboratories, INL performs work in each of the strategic goal areas: energy, national security, science & environment. INL is the nation’s leading center for nuclear energy research & development.