Administrative Assistant 3

Company: N3B Los Alamos, LLC
Location: Los Alamos
Posted on: January 25, 2023

Job Description:

Company Profile:Newport News Nuclear BWXT Los Alamos (N3B) manages the 10-year, $1.38 billion Los Alamos Legacy Cleanup Contract for the U.S. Department of Energy, Office of Environmental Management, Los Alamos Field Office. N3B is a limited liability company owned by Huntington Ingalls Industries (HII) Nuclear and BWX Technologies, joined by our critical subcontractors Longenecker and Associates and Tech2 Solutions. N3B brings operational discipline, proven approaches and predictable results to the Los Alamos Legacy Cleanup Contract. Position Location:This position is located in Los Alamos, New Mexico. Los Alamos is a tight-knit mountain community that consistently ranks as one of Livability.com's Best Small Towns in America. The city is a top spot for outdoor enthusiasts as it has more than 120 hiking and biking trails, and residents enjoy easy access to the Pajarito Mountain Ski Area. Thanks to the University of New Mexico-Los Alamos' presence in the area, Los Alamos also has a college-town vibe that's a major draw for young professionals, families and retirees. Position Summary:N3B is looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace. To be successful as an Administrative Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to meet the needs of others. This position reports to insert position to which the Administrative Assistant will report here. N3B reserves the right to reassign to whom this position reports and supports. Additionally, N3B reserves the right to modify, change, add, position duties and/or positions if deemed appropriate for budget, operational, or other determining factors as determined by management. Essential Duties/Responsibilities (include, but are not limited to):

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Use computers for various applications, such as database management or word processing.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Conduct searches to find needed information, using such sources as the Internet.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Make copies of correspondence or other printed material.
• Learn to operate new office technologies as they are developed and implemented.
• Train and assist staff with computer usage.
• Order and dispense supplies.
• Prepare conference or event materials, such as flyers or invitations.
• Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
• Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
• Establish work procedures or schedules and keep track of the daily work of clerical staff.
• Provide services to customers, such as order placement or account information.
• Prepare and mail checks.
• Arrange conference, meeting, or travel reservations for office personnel.
• Supervise other clerical staff and provide training and orientation to new staff.
• Manage projects or contribute to committee or team work.
• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies. Minimum Qualifications (Knowledge, Skills, Abilities):
  • Follow written and oral instructions;
  • Work effectively as a team member and individually;
  • Exhibit sound judgment and good listening skills;
  • Maintain confidentiality to sensitive matters;
  • Must be willing to cover other shifts and assignments as required;
  • Establish and implement effective office procedures;
  • Communicate effectively and professionally with internal and external customers;
  • Computer and software skills: You should be comfortable using Microsoft Office, email, and the internet;
  • Multitasking skills: The ability to juggle several demands at once;
  • Organizational skills: You must be detail-oriented and organized, able to locate a document or recall protocol at a moment's notice;
  • Decision-making skills: be able to prioritize and make time-effective decisions. Attention to detail;
  • Desire to be proactive and create a positive experience for others;
  • Verifies work is performed in accordance with procedures and applicable Federal, State, DOE regulations;
  • Excellent written and verbal communication skills.
  • Business professional attire. Education and Experience Required:Educational level typically acquired through completion of high school, combined with at least 4 years of related experience. Business Associations:Contacts are frequent with individuals representing other departments, and/or representing outside organizations. Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be of sensitive nature. Safety, Security, and QualityWhile working to achieve N3B LLCC objectives, the Administrative Assistant will ensure all activities and operations are performed in a safe and deliberate manner to include protecting the confidentiality and integrity of Personally Identifiable Information (PII). This role will maintain required safety, security and operational training; assure procedural and regulatory compliance; and make safety, security and quality an integral part of every task; including taking the necessary steps to stop work if continuing the job is unsafe or compromises security. Impact:Limited supervision. No instructions needed on routine work, and general instructions given on new lines of work or special assignments. Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.. Working Conditions and Physical Requirements:Normally assigned to perform work in an office environment. Only electrical hazards and other minor potential hazards normally found in an office environment are anticipated. Job performance requires adequate visual acuity and manual dexterity for meeting the requirements of the discipline. Office work environment. Diversity & Inclusiveness N3B is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. N3B will ensure no applicant for employment or employee is denied equal opportunity because of race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit based factors. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, training, and career development programs.
    
    

Keywords: N3B Los Alamos, LLC, Santa Fe , Administrative Assistant 3, Administration, Clerical , Los Alamos, New Mexico