ADMINISTRATIVE ASSISTANT Job at STREET LEGAL INDUSTRIES INC in Los Alamos

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:

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 retrieving requested records by providing prompt service using the electronic index of records within 24 hours of the request.

• Perform a semi-annual folder level inventory of the central records library to ensure proper location of files. Date performed and time expended shall be reported as part of the monthly report. Report should include any findings and how corrections were made.

• Prepare appropriate records management documentation (e.g., Records inventory, Records Inventory and Disposition Schedules (RIDS) or their equivalent replacement form) to ensure that record material in the Records/Central Files area is retained and dispositioned in accordance with National Archives and Records Administration (NARA) approved disposition schedules.

• Provide assistance to offices in preparing documents for Records/Central repository, including Files inventory, RIDS schedules, and dispose of documentation as necessary.

• Assist the RMFO with evaluation of nonscheduled record series for permanent or temporary retention requirements; coordinate recommended records series descriptions and disposition instructions for preparation of paperwork for approval; update RIDS, NARA, and DOE Records Schedules; and adhere to DOE and other federal guidance regarding management of federal records.• Perform special records inventories as mandated by NNSA/NSO, DOE/HQ, or NARA.

• Perform document scanning, e.g., scanning incoming and outgoing documentation; examining the scanned image for clarity and required clean up, as necessary; route material to appropriate individual(s) and/or offices; transmit scanned documentation to parties and/or send message to appropriate parties that the document has been received and forward the original document and the image to the central records library.

• Maintain a desktop procedure/operating guide that will contain complete information on the central records library operations.

• Ensure that requested CO/COR documentation is uploaded into STRIPES and eDocs, as instructed.

Job Type: Full-time. This position supports the mail room which is must be performed on-site.