OAA- Office Administrative Assistant

We are seeking an OFFICE ADMINISTRATIVE ASSISTANT

On any given day, you may be called on to:

• Perform secretarial and clerical work for the organization managers and staff.
• Maintain manager's calendar
• Coordinate and schedule all meetings. Prepares and distributes meeting minutes.
• Handle telephone communications and receives visitors; ascertains nature of calls or visits; takes messages or schedules appointments; responds to routine questions or refers individuals to appropriate sources of information; and serves as an information resource to the manager and staff.
• Make domestic and foreign travel arrangements for the manager and staff.
• Prepare a variety of documents, including correspondence, reports, vugraphs, charts, etc. Originates routine correspondence, edits and formats documents, and assists in processing paperwork in accordance with SNL policies and procedures.
• Set up file systems for all documents and maintains all programmatic and administrative records and files.
• Follow all procedures for the filing and maintenance of classified or sensitive documents and records.
• Set up databases, enters and maintains data and responds to requests for information.
• Act as a property coordinator.
• Act as a training coordinator.
• Process expense reports.
• Orders office supplies.
• Inventory property and equipment.
• Partner with other Administrative Assistants.
• Due to the nature of the work, the selected applicant must be able to work onsite.

Job Details

# of Mgrs: 1-5
# of Staff: 0-150
Org. #(s): To be determined

To be qualified, the applicant must a high school diploma or equivalent and have passed, based on Sandia specified grades, the Sandia Secretarial tests and meet one of the following requirements:

• Four (4) years of recent secretarial-related experience, or
• An Associate’s degree from an accredited college or university in Office Administration, Office Technology, Secretarial Sciences or related field and six (6) months secretarial-related experience.

The requirements listed below are in addition to the 4 years of directly related experience listed in “What Your Job Will Be Like”:

• Experience with providing support to one or more managers
• Experience with complex calendaring as well as meeting scheduling logistics
• Strong interpersonal and communication skills
• Strong office management and organizational skills
• Strong team orientation and customer focus
• Attention to details
• Proficient in Microsoft Word, Excel, and PowerPoint and Outlook.

Required Testing:

Applicants must meet the minimum pre-requisites to be scheduled for testing. The applicant will be contacted and scheduled for the next available test date. All applicants must be prepared to test upon application submittal. Once successful testing has been completed, the hiring manager will be notified.

Full consideration will not be given to applicants that have not met all of the pre-requisites including testing. Interviews will not be scheduled until the applicant has successfully test-qualified and has been selected by the manager as a top applicant. Passing the test does not guarantee an interview or a selection.

If the applicant is not able to schedule testing within the time constraints of the position posting, selection timelines, and the available test dates, they will not be considered for the position. It is imperative that applicants are immediately available for testing in order to provide the best opportunities.

• Ability to support projects and events by managing deadlines and communications
• Ability work independently and take initiative
• Experience with SharePoint
• Experience with Teams
• Active Department of Energy (DOE) security clearance
• Active Department of Defense (DoD) security clearance
• Associates of Applied Science degree with a concentration in Office Technology

This posting will be open for application submissions for a minimum of seven (7) calendar days, including the ‘posting date’. Sandia reserves the right to extend the posting date at any time.

This posting is a sourcing requisition for multiple departments.

Sandia National Laboratories is the nation’s premier science and engineering lab for national security and technology innovation, with teams of specialists focused on cutting-edge work in a broad array of areas. Some of the main reasons we love our jobs:

• Challenging work with amazing impact that contributes to security, peace, and freedom worldwide
• Extraordinary co-workers
• Some of the best tools, equipment, and research facilities in the world
• Career advancement and enrichment opportunities
• Flexible work arrangements for many positions include 9/80 (work 80 hours every two weeks, with every other Friday off) and 4/10 (work 4 ten-hour days each week) compressed workweeks, part-time work, and telecommuting (a mix of onsite work and working from home)
• Generous vacations, strong medical and other benefits, competitive 401k, learning opportunities, relocation assistance and amenities aimed at creating a solid work/life balance*

Sandia is required by DOE to conduct a pre-employment drug test and background review that includes checks of personal references, credit, law enforcement records, and employment/education verifications. Applicants for employment need to be able to obtain and maintain a DOE Q-level security clearance, which requires U.S. citizenship. If you hold more than one citizenship (i.e., of the U.S. and another country), your ability to obtain a security clearance may be impacted.

Applicants offered employment with Sandia are subject to a federal background investigation to meet the requirements for access to classified information or matter if the duties of the position require a DOE security clearance. Substance abuse or illegal drug use, falsification of information, criminal activity, serious misconduct or other indicators of untrustworthiness can cause a clearance to be denied or terminated by DOE, resulting in the inability to perform the duties assigned and subsequent termination of employment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status and any other protected class under state or federal law.

If you have a Medical Portable Electronic Device (MedPED), such as a pacemaker, defibrillator, drug-releasing pump, hearing aids, or diagnostic equipment and other equipment for measuring, monitoring, and recording body functions such as heartbeat and brain waves, if employed by Sandia National Laboratories you may be required to comply with NNSA security requirements for MedPEDs.

If you have a MedPED and you are selected for an on-site interview at Sandia National Laboratories, there may be additional steps necessary to ensure compliance with NNSA security requirements prior to the interview date.

Once the applicant has submitted their application and resume, there will be several levels of screening as applicable: (1) resume review for direct experience and related-work history; (2) skills assessments (typing, Microsoft software competency, and basic office skills through testing), (3) phone screening interview and (4) formal interview. Each screening level must be passed successfully and consecutively to be eligible for consideration.

As a condition of employment, this position is represented by the Office and Professional Employees International Union (OPEIU) and represented employees must pay the monthly membership dues or agency fee.