ADMINISTRATIVE ASSISTANT

Description

SCOPE

Street Legal is currently seeking an Administrative Support Associate to join our team in the Los Alamos, NM area.  Benefits for this position include: A competitive hourly rate, plus Medical, Dental & Vision, 401K match and Paid Time Off.  This position is perfect for someone detail oriented, with a drive to learn and expand their professional portfolio.  As this team supports many Administrative efforts and projects, this position could be involved in any of the following task and support initiatives:

Requirements

QUALIFICATIONS

Personnel must have interpersonal skills such as customer service and teaming abilities.

• Discretion, professionalism, good judgment, organizational ability, initiative, flexibility, and the ability to work independently are especially important for these positions.

Provide daily administrative support which includes, but is not limited to, the following activities:

• Use various software applications for calendar management, word processing, data entry, composing, preparing correspondence and travel documents, briefings, reports and graphic presentations and a wide variety of other analytical, process flow, financial spreadsheet, narrative, tabular and statistical materials requiring complex formats and arrangement.
• The field office Work Authorization inbox shall be checked every day and entered into the eDocs system for routing.
• The field office Work Authorization inbox shall be checked for return (signed) work authorization and institute a tracking spreadsheet that will be updated two times per week unless otherwise directed.
• The returned (signed) work authorizations from Triad/LANL shall be uploaded into eDOCS to officially closeout the transaction.
• Enter and maintain travel document receipts for government travel for the various field office organizations.
• Enter all government travel into the Concur system for authorization and process vouchers in accordance with department procedures.
• Escort visitors--work with security to arrange for foreign visitors.
• Provide assistance in the ordering, storing, and distribution of office supplies.
• Maintain administrative data systems such as contact lists, shared calendars, and the dashboard.
• Perform technical writing, editorial and layout services, graphic design, high-resolution scanning, and all other steps necessary to provide digital "camera ready" output for brochures or other publications.
• Receive visitors, screen calls and refer inquiries to the appropriate person.
• Establish and/or maintain office files and databases, including electronic data files consistent with standard file storage/structure methodologies and office policies and procedures.
• Support the management of office filing and record systems.
• Maintain all files, records, documents, correspondence, briefings, reports, graphic presentations, photos, etc. on a shared drive.
• Some administrative support staff shall support the specific Assistant Managers and their respective groups.
• Some administrative support staff shall be assigned responsibilities as Issues Management Coordinators and will be the organizations' records custodians.
• Field Office Facilities/Conference Room management: Provide assistance in preparing briefing material for meetings/conferences, setting up telephone conferences, coordinate conference room reservations, arrangements and meeting room setups.

Personnel shall be familiar with (or learn) the appropriate mail regulations and guidelines. Mailroom Services shall be provided in accordance with locally established Mailroom Procedure Guidelines to include:

• Data entry of all correspondence into eDocs

• Managing LASO mailbox and timelines

• Scanning correspondence and attachments, including email, into eDocs

• Ensuring correspondence is routed to the appropriate field office organization through eDocs electronic capabilities and/or routine mailing capabilities

• Ensuring that all correspondence is file coded and routed to the Records Coordinator for disposition

• Serve as the focal point for incoming and outgoing field office correspondence.

The Candidate shall provide key support to efficiently and effectively operate the central records library in addition to daily records management services. These service functions which are described in greater detail below are:

• Set up files in accordance with the Agency File Codes used in the central records library to include printing and placement of labels within 48 hours of receipt.

• Follow a standardized File Maintenance and Disposition Plan

• Archive records to the Denver Federal Records Center, as necessary

• Assist field office staff in searching and retrievin