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Administrative Assistant

2 months ago

Rockville, United States Nuclear Regulatory Commission Full time

The successful candidate will perform the full range of Administrative Assistant duties.

Such duties include but are not limited to:

1.  Using Microsoft Office to produce letters, memoranda, reports, presentations, and other textual documents and performs a variety of office automation functions.  Composes correspondence, reports, presentations, and analysis on matters that are less than routine, based on direction provided by the Office Director or Deputy Director. Such work examples include research summary reports, draft international agreements, employee viewpoints, attrition reports, trend analysis, and simple surveys.

2. Reviewing all correspondence (reports, memoranda, CA notes, etc.). and action items that are presented for the signature or concurrence of the Office Director or Deputy, assuring that all material is proofread for grammatical correctness, and conforms to format, style, and appearance required for documents in accordance with office and agency procedures, i.e. MD 3.57. Calls to the attention of the Office Director or Deputy when appropriate, the adequacy and appropriateness of the distribution of copies of outgoing correspondence. Makes recommendations for additions or deletions based upon personal knowledge of the office's relationships with other organizations.

3.  Receiving incoming telephone calls determining the identity of the caller and nature of the call for the front office and divisions as necessary. Callers may include the White House staff, Members of Congress, Commissioners, executives or other high-ranking government officials, etc. Decides as to whether the call is of such importance that it may require the personal attention of the Office Director or Deputy, when appropriate, or if the caller should be referred to the appropriate division concerned with the subject.

4.  Making arrangements for conference rooms, including space, time, appointment via email, equipment, etc. including all staff meetings. Informs participants of topics to be discussed and provides them with necessary background information. Attends meetings upon request and prepares minutes for distribution to attendees in a timely manner. Initiates and facilitates meetings through the development of agendas and preparation of meeting materials. Coordinates virtual meetings (e.g., WebEx, Skype, ZOOM), accessing IT support as necessary for the effective deployment.

5.  Maintaining the Office Director and Deputy calendars, making appointments using own discretion, and advises them of appointments, meetings, etc. Coordinates and adjusts schedules as necessary to meet daily office itinerary. Assists the Office Technical Assistant as needed with office coordination activities.  Leads the office response, including division coordination, to routine administrative requests, included ticketed items (e.g., FOIA requests, appraisals, public meetings, SECY papers, CA notes, etc.).

6.  Providing leadership and guidance to the other office Administrative Assistants, at the division and branch level, in coordinating office-wide activities and initiatives, implementing new and existing agency-wide processes, facilitating efficiency and consistency in work products and processes across the office, and leading cooperation among those staff as team facilitator. This includes coordinating and leading regular meetings with other Administrative Assistants to share information on correspondence management, provide guidance and any other office level training necessary.