POSITION SUMMARY

Under general supervision, the incumbent provides high level day-to-day administrative support for the Swift & Staley Team (SST) and performs a diverse scope of office-related duties for assigned work units throughout the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(Other duties may be assigned.)

• Provides high-level administrative support and performs a full range of unique duties in accordance with established procedures and guidelines
• Demonstrates accuracy, judgment, initiative, discretion, and flexibility
• Coordinates, attends, and participates in various meetings as requested
• Gathers/organizes material and information for meetings, coordinates items for the agenda, identifies audio/visual and other logistical support needs, sets up meeting space, and distributes material to participants prior to meetings
• Takes, prepares, and distributes minutes of meetings as requested by management; may prepare other meeting materials that require specialized knowledge of the assigned function
• Researches, summarizes, and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following management’s direction; selects relevant information from a variety of sources
• Prepares deliverables, correspondence, reports, or other documents from rough drafts or other sources; corrects grammar, spelling, and punctuation errors; edits wording without changing intended message
• Submits deliverables, correspondence and reports for submittal to SST Project Manager and/or DOE as appropriate
• Maintains calendar(s) for assigned staff, as requested; regularly prioritizes and arranges meetings, conferences, and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed requiring application of specialized knowledge of the assigned function
• Investigates, evaluates, and resolves issues within scope of position; seeks out advice and counsel from peers and immediate supervisor as appropriate
• Ensures an effective and efficient communication network with other Project Support personnel
• Creates purchase orders and check/credit card authorizations as necessary
• Performs records management functions as requested
• Updates Master Tracking as necessary upon completion of tasks
• Performs back-up duties for peers in Project Support
• Periodically updates the phone list and the accountability list as necessary
• Maintains a high degree of professionalism and demonstrates confidentiality at all times
• Processes Work Instructions, Procedures, Plans, and Policies through review, correction, and submission to document control
• Updates logs for tracking as necessary
• Maintains files as necessary
• Performs other duties as assigned

SUPERVISORY RESPONSIBILITIES 

• None

MINIMUM QUALIFICATIONS, EDUCATION, AND KEY COMPETENCIES

• High School Diploma or GED
• Bachelor’s degree in Business Administration or comparable field of study is preferred
• Two plus (2+) years direct applicable experience
• Exceptional communications skills, both written and verbal
• Superior organizational skills and dedication to completing projects both accurately and in a timely manner
• Flexible, dependable, and adaptable
• Detail oriented and comfortable working in a fast-paced office environment
• Proficient in Microsoft Office suite of software applications
• Experienced with Microsoft Outlook and specifically skilled with sending emails, scheduling meetings, and managing multiple calendars

TRAINING, LICENSES, REGISTRATIONS

• Must be a citizen of the United States and authorized to work in the US
• Must have a valid driver’s license and be able to operate a government vehicle
• Ability to obtain and maintain a Department of Energy “L” security clearance if required by management

PHYSICAL DEMANDS

• Must be able to meet physical capacity requirements of position as determined by the Occupational Medical Provider

• Able to wear company-provided personal protection equipment if/when required

Swift & Staley Inc. (SSI) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability or veteran status.  Reviews and tests for the absence of any illegal drug as defined in 10 CFR 707.4 will be conducted by SSI and a background investigation by the Federal government may be required to obtain an access authorization prior to employment, and subsequent reinvestigations may be required.