Job Description

ADMINISTRATIVE ASSISTANT

This position provides non-personal office support for the NNSA/KCFO, performing administrative tasks in functional areas such as correspondence processing, travel coordination, human resources, records management, and general office administration.

The National Nuclear Security Administration (NNSA), Kansas City Field Office (KCFO) is in Kansas City, Missouri. The NNSA/KCFO provides oversight to manage and assess all NNSA activities at the Kansas City Plant to assure that National Security related programs, facility operations, environment, safety and health requirements, and safeguards and security programs meet the National Security objectives and standards.

This position shall provide daily administrative support which includes but is not limited to the following activities:

• Use various software applications for word processing, data entry, composing, preparing correspondence and briefings, reports and graphic presentations.
• Prepare travel authorizations within two business days after request is submitted. After travel is complete, vouchers prepared within two business days after worksheet and receipts are submitted.
• Prepare letters, memos, reports, briefings and graphic presentations as required in proper correspondence format based upon KCFO staff input and approved Correspondence Guidelines and, in some cases, prepare the first draft of same.
• Review documents for KCFO managers and staff for coordination or concurrence, and for accuracy and conformance with style, format, or procedural requirements and guidelines.
• All memoranda and correspondence shall be signed by NNSA personnel only. The Contractor’s staff shall also identify that they are contractor employees while interfacing with outside organizations.
• Track, file, scan, and enter official records and capture all assigned incoming and outgoing correspondence.
• Receive visitors, screen calls and refer inquiries to the appropriate person.
• Establish and/or maintain office files and databases, including electronic data files consistent with standard file storage/structure methodologies and NNSA/KCFO policies and procedures.
• Support the management of office filing and record systems. File physical and electronic records as needed.
• Provide assistance in preparing meetings or conferences and setting up telephone conferences.
• Coordinate conference room reservations, arrangements and setups.
• Develop and maintain administrative database systems such as contact lists and shared calendars.
• Maintain KCFO management calendars.
• Establishment and/or maintenance of databases, spreadsheets and tracking systems, to include but not limited to the data entry of the Annual Master Assessment Schedule.
• Facsimile receipt and distribution; document reproduction and distribution.
• Ensuring correspondence is routed to the appropriate KCFO organization.
• Follow KCFO filing and records management guidelines.
• Serves as the focal point for all incoming and outgoing KCFO correspondence.
• Initial Mail receipt and internal mail distribution. This does not include classified mail. Preparation and distribution of external mail. The COR shall be notified when personal mail is received for processing that does not include postage.
• Should there be any suspicion as to the inadvertent receipt of classified mail, the onsite KCFO Derivative Classifier or Security Officer shall be contacted immediately for pickup and/or delivery. Absolutely, under no circumstances, is the suspect mail to be opened.
• Other duties as assigned.

EXPERIENCE AND EDUCATION

• Working knowledge of, and proficiency with, the standard suite applications and other systems (to include Assurx and Concur), necessary to perform the services described herein.
• Minimum of 5 years’ experience in the administrative/clerical field.
• Combination of experience and education can be considered as an equivalent.

SECURITY

The Contractor shall be required to either possess or to have obtained a facility clearance at the DOD or DOE Secret Restricted Data level. The proposed personnel will be required to possess a DOE “L” or “Q” clearance or the ability to obtain one.

ADDITIONAL PHYSICAL DEMANDS & WORKING CONDITIONS

This position may require the employee to occasionally stoop, kneel, crouch, or crawl and climb steps, ladders or scaffolds. Employee may regularly be exposed to the outdoors and variable weather conditions.

COVID-19 VACCINE

The COVID-19 vaccine may be required unless granted an accommodation under applicable state or federal law.

BENEFITS

We take pride in promoting a healthy work-life balance, family-friendly benefits, servant leadership, team values and professional growth. Our competitive benefits package includes:

• 401k plan with company match
• Medical, dental and vision insurance
• Paid time off
• Paid community service hours
• 10 paid holidays
• Life insurance, short- and long-term disability
• Employee assistance plan (EAP)
• Professional development opportunities

EQUAL EMPLOYMENT OPPORTUNITY (EEO)

JGMS-GS is dedicated to the principles of equal employment opportunity (EEO) in any term, condition, or privilege of employment. The Company prohibits unlawful discrimination against applicants or employees on the basis of age (40 and over), race, color, religion, national origin, disability, genetic information, sexual identity, sexual orientation, pregnancy, veteran status, or any other status protected by federal, state or local laws. This policy applies to all applicants, employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, or any other entity in professional contact with the Company.

If you are an individual with a disability and need assistance completing the online application, please call (970) 254-1354. Alternatively, an email may be sent to HR@JGMSGovServices.com, with the subject line 'Applicant Accommodation' in the email.

Company Description

Ethically minded, mission driven. At JGMS Government Services, LLC. (JGMS-GS) we provide applied technology, engineering, science, and management services to government and private sector clients nationwide. As a diverse team of professionals, we are focused on meeting the needs of our clients and following through with real solutions that effectively and efficiently meet all budgetary and scheduling requirements. As a member of the JGMS-GS team, you will be involved in a growing, dynamic organization that is developing new client solutions to benefit our environment and economy.