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Admin Ast I-Administrative Assistant NS&E

  • Location: Oak Ridge, Anderson, Tennessee
  • Salary: 20-26 per hour
  • Job Type:Contract

Posted about 1 month ago

  • Sector: Professional
  • Start Date: 2021-11-01
  • Job Ref: 21-18322
Project Description:

Bechtel National, Inc. (BNI), Bechtels government services business, is one of the top providers to departments and agencies of the U.S. and British governments. Its successes include many large, first-of-a-kind projects in government site management, environmental restoration, defense, space, energy, and national and homeland security. This position will provide support to the Uranium Processing Facility (UPF) located at the Y-12 National Security Complex in Oak Ridge, Tennessee.

UPF will be built by 2025 for *** billion and will be a first-of-its-kind complex for enriched uranium operations in support of Y-12 missions. UPF is one of the Department of Energys largest investments in Tennessee since the Manhattan Project and one of the National Nuclear Security Administrations largest construction projects. When complete, UPF will: replace a 70-year-old facility with modern buildings, reduce operational costs and energy consumption, improve worker safety, and provide enriched uranium capabilities well into the future.

The UPF project works on a variety of schedules based on area of support. Examples of typical schedules include 5/8s or 4/10s and may be changed to support project needs. Start times are flexible but the standard work week is: Monday Friday 7:00 am to 4:30 pm. The work location includes onsite construction facilities as well as offsite office facilities, position can be assigned to any work location and can be changed to support project need.

Eligibility for this position requires US citizenship; successful candidate must provide proof of US citizenship in order to obtain badge access to the site. Candidate must complete security questionnaire and successfully clear site access requirements check. All employees are subject and agree to random drug and alcohol testing as a condition of employment. Must be able to obtain a security clearance, as applicable.


Role Overview:

Works independently to provide administrative support of a responsible and confidential nature to help ensure the smooth functioning of a department. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and pro-actively works to resolve issues. Handles matters of a highly sensitive and confidential nature.

Keep abreast of key issues, commitments and priorities of manager(s). Research information and compile summary reports. Extract data from reference material, whether semi-technical or non-technical in scope. Compile, analyze and prepare or help prepare information for presentations, studies or reports.
Maintain file of important matters for managers attention.
Responsible for monitoring all follow-up actions as required by management.
Coordinate complex travel arrangements and travel itineraries. Prepare detailed expense reports utilizing Concur or other expense software.
Coordinate and organize meetings, conference calls and video conferences; arrange for conference rooms, and equipment as needed. Prepare, collect, review and distribute meeting agendas, information packets and taking of meeting minutes. May operate a variety of audiovisual equipment.
Review deliverables and monitor quality to ensure that all documents conform to established standards and procedures. Documents must be formatted for an executive level audience.
Screen phone calls and visitors. Independently complete requests as needed, refer appropriate requests to other staff members, forward appropriate requests to management.
Create and maintain logs and track documentation. Set-up and/or maintain electronic and hard copy files.
With an understanding of UPFs goals and priorities and the managers commitments, compose and distribute complex correspondence using provided software applications.
Independently anticipate problems / changing priorities and alert manager as appropriate.
Independently schedule and reschedule appointments on the basis of the managers commitments and priorities.
Determine action on important or emergency matters or know whom to contact in absence of manager(s).
Accurately maintain UPF employee data for your department, tracking and providing reminders to employees as needed. This data may include badging, training, and HR and OAS required data entry.
Use of individual judgement and initiative in relation to assigned tasks.
May handle highly sensitive, business proprietary information.
Must be able to work effectively in an extremely high-paced, high-energy environment.
Must be flexible and willing to adjust to changing priorities.
Ensure administrative coverage during absences.
Operate standard office equipment, including automation tools.
Keep abreast of advances in relevant office automation technology, equipment and software applications.
Strive to support Bechtels zero-accident philosophy through personal safe behavior/work practices and by being aware of surroundings and activities that may be potential safety hazards. Take steps to correct or minimize hazards.
Ability to work additional hours as needed.
Perform other tasks as assigned by DMC manager or Area Supervisors.

Basic Qualifications:
High school diploma or equivalent and five or more years of relevant experience
Must be a US citizen
Must be able to complete and pass a pre-employment drug screen and background check which includes verification of employment and education
Must be able to obtain security badge for access to work location

Minimum Qualifications:
Must be able to demonstrate intermediate to advanced proficiency in the Microsoft 2010 suite of products (Word, Excel, Outlook and PowerPoint). A skills assessment will be administered to test proficiency.
Must have excellent written including spelling, grammar, punctuation and proper use of syntax. A skills assessment will be administered to test proficiency.
Must have excellent verbal communication skills; must be able to effectively communicate with project team members.
Demonstrated knowledge of administrative functions (office equipment, answering managers phones, filing systems and common office procedures).
Must be able to demonstrate professionalism and be able to interact with all levels of the organization.
Effective communication, teamwork, and interpersonal skills.
Must be able to maintain confidentiality and exercise a high degree of individual discretion, diplomacy, judgement and accuracy.
Must be detail-oriented.
Must be proactive, have above average organizational skills, use individual initiative and follow assignments through completion.
Demonstrate ability to maintain high quality work products in a fast-paced, high energy environment
Must be flexible and willing to shift gears and take on unexpected and/or unanticipated projects as needed.
Must demonstrate a positive attitude and work effectively with all levels of internal and external customers.
Must be able to effectively respond to changing priorities.
Ability to extract, compile, and assemble data for the preparation of reports/presentations.
Ability to produce meeting minutes and coordinate executive-level meetings.
Must be willing and able to work overtime with little or no notice.

Preferred Qualifications:
Knowledge of technical vocabularies and terminology common to the Engineering, Procurement and construction environment.
Current experience and knowledge of UPF processes and procedures.
Knowledge of Bechtels organizational structure, functions and procedures.