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Administrative Assistant IIDescriptionDescription - ExternalTuva, an Akima Company, provides turnkey solutions that offer better systems, tools, and methods to further your goals, reduce costs, and streamline operations. From requirements analysis, design, and implementation to operations and training Tuva’s personnel are well-versed in best practices across enterprise IT, mission support Services, and specialized technologies. Our personnel enjoy competitive benefits packages and challenging roles in work environments committed to innovation, diversity and opportunity for career growth. As an Alaska Native Corporation (ANC), 100% of our company’s profits go back to our more than 14,000 Iñupiat shareholders that have resided near and above the Arctic Circle for more than 10,000 years. Our business helps support their way of life and contributes to the survival of a culture that has thrived in a challenging environment.Summary:The Administrative Assistant II position provides the expertise to perform a wide variety of complex organizational projects and assignments necessary to support the Department of Energy (DOE) National Nuclear Security Administrations (NNSA) Office of Personnel and Facility Clearances (OPFC). Performance of these duties requires a detailed knowledge and experience of mission and function of the OPFC, as well as, a detailed knowledge of all initiatives and objectives of the organization. The position requires excellent Microsoft application skills to support the use of spreadsheets, database entries, and correspondence preparation and prooing. The Administrative Assistant II position must be able to complete the work and assigned tasking’s for each of the individual Administrative Assistant Section’s positions and is required to provide the expertise to prepare draft and final correspondence, including forms, letters, and memorandums, related to personnel security activities in a timely and accurate manner and provide exceptional customer service and administrative support as necessary throughout the organization. In addition, The Administrative Assistant II position will provide expertise to support the Continuous Evaluation (CE) process in accordance with the Office of the Director of National Intelligence, Security Executive Agent Directive 6. The support entails being the points of contact (POC) in administering all CE alerts on a NNSA population of approximately 51,000 clearance holders.Responsibilities:Specific duties include maintaining current and up-to-date knowledge of administrative procedures, processes and guidance for all administrative assistant positions.
Actively participates in staff level meetings and discussions pertaining to the activities encompassed in administrative functions.
Oversee suspense actions and coordinates with the staff to help insure compliance within established time limits.
Establishes and maintains files.
Proof reads and reviews outgoing correspondence for conformance with administrative policy and procedures, proper coordination, safeguarding of classified information and correctness of format, spelling, composition and grammar.
Prepares visual aids, using a: variety of computer software programs, for use at conferences and meetings. Prepares or arranges preparation of handouts.
Schedules meetings, appointments, conferences, and notifies attendees.
Assembles security related documents.
Enters data into and maintains various spreadsheets, databases and tracking logs.
Serves as a point of contact for respective federal oversight and provides administrative assistance to federal Division Director.
Review information on the CE alerts and verify within the current clearance management system/databases.
Assign CE alerts according to priority and function for further processing or adjudication.
Answers multiple-line telephones and refers callers/visitors to appropriate personnel based on specific name or functional area request.
Orders and picks up supplies and processes credit report requests.
Provides on-the-job training to other Administrative Assistants.
QualificationsMinimum Qualifications:Associates degree or two years or more experience with administrative support and demonstrated proficiency in complex clerical practices and office routines.
Demonstrated knowledge or familiarization of federal government administrative policy and procedures.
Demonstrated skill and experience applying standard analytical techniques and problem solving.
Must possess excellent computer skills with MS Office software applications (Word, Excel, PowerPoint, and Access data entry skills); spreadsheet and database skills and proficiency in data entry, composition, prooing and grammar, spelling, capitalization, punctuation, and standard abbreviations.
Demonstrated excellent oral and written communication skills with effective interpersonal skills to interface with visitors, employees, and all levels of federal oversight, supervision, and personnel.
Demonstrated ability to cope with conflicting deadlines, frequent interruptions, and multiple tasks, excellent organizational and planning skills and the ability to follow verbal and written instructions working under minimal supervision.
Active DOE Q clearance or ability to obtain a DOE Q clearance. Applicant selected will be subject to a Federal background investigation, and must meet eligibility requirements for access to classified matter.
The duties and responsibilities listed in this job description generally cover the nature and level of work being performed by individuals assigned to this position. This is not intended to be a complete list of all duties, responsibilities, and skills required. Subject to the terms of an applicable collective bargaining agreement, the company management reserves the right to modify, add, or remove duties and to assign other duties as may be necessary. We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.We are an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services at job-assist@akima.com or 571-353-7053. Reasonable accommodation requests are considered on a case-by-case basis.The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance to apply to an open position using our website.Please do not use the dedicated email or phone number above to inquire on the status of your job application.In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.Job: Office & Administrative SupportPrimary Location: US-NM-AlbuquerqueShift: Day JobReq ID: TUV02712
