Administrative Assistant

Battelle Energy Alliance; Idaho Falls (ID); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) with employer contribution

Paid time off

Tuition assistance

Relocation package

Job summary

Idaho National Laboratory is seeking an Administrative Assistant for the Materials and Fuels Complex on a 4x10 schedule with Fridays off. The role supports document creation, travel planning, and onboarding, ensuring confidential data handling and timely project progress.

The ideal candidate will have a high school diploma and 4 years of related experience, strong MS Word/PowerPoint/Excel skills, and the ability to obtain a procurement card.

Qualifications

• Level 3: High School or equivalent and 4 years related experience.
• Excellent verbal and written communication skills.
• Demonstrated experience with MS Word, PowerPoint, and Excel including TEAMS.
• Must be able to obtain a Procurement Card.

Responsibilities

• Compose, edit, and proofread documents; design charts for presentations.
• Manage calendars and scheduling; coordinate travel and expenses.
• Handle confidential materials and records; onboarding and space planning.
• Coordinate information requests and serve as point of contact.
• Monitor deadlines and assist with maintenance requests.

Skills

Excellent verbal and written коммуника

Education

High School or equivalent

Tools

MS Word

PowerPoint

Excel

OneDrive

Teams

Job description

Idaho National Laboratory's research and operations teams depend on support to focus on mission and nuclear energy development outcomes and as an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward. You'll compose and edit technical documents and presentations, manage multiple calendars with competing priorities, coordinate travel and expense reporting, order supplies, handle classified and sensitive materials according to protocol, and maintain confidential office records and files. Your responsibilities will include advising on records retention decisions, coordinating space needs and employee onboarding, monitoring critical deadlines, and serving as the point of contact for inquiries about organizational activities.

Essential Job Functions and Responsibilities:

• Compose, type, edit, and proofread a variety of documents, reports, and correspondence. Design and create charts and graphs for oral presentations. Initiate and respond to correspondence of both routine and non-routine nature. Address problems/inquiries and complete periodic and special reports.
• Order supplies by generating requisitions through company-provided systems. Serve as the Point of Contact (POC) and escort for vendors performing maintenance on office equipment.
• Receive, refer, and/or answer mail, walk-in, and telephone inquiries regarding organization activities.
• Efficiently manage and coordinate multiple calendars/schedules with accuracy and prioritize time management needs. Proactively resolve scheduling conflicts and coordinate collaborative meetings.
• Support office operations by coordinating requests for information or providing general direction to others across INL.
• Coordinate travel accommodations for the organization and prepare travel expense records.
• Advise managers and personnel in making decisions to retain, store, or destroy organization records, ensuring special record-keeping requirements are met for various record classifications.
• Maintain office records and files, ensuring confidentiality, handle classified, unclassified, and controlled data and materials according to protocol while maintaining vigilance against security infractions and violations.
• Coordinate logistical space needs and onboarding of new employees. Facilitate phone/move requests, and other maintenance and service requests for employees. Manage property and space.
• Monitor the status of assignments and deadlines to ensure timely completion.
• May escort un-cleared visitors as requested and assist with high level tours/visitors.

Required:

• Level 3: High School or equivalent and 4 years related experience.
• Excellent verbal and written communication skills.
• Demonstrated experience with MS Word, PowerPoint, and Excel including TEAMS.
• Must be able to obtain a Procurement Card.

The ideal candidate will possess:

• Proficiency with Microsoft Office, including extensive knowledge of MS Word, PowerPoint, Excel, One Drive, and Teams
• Must have technical experience setting up power point presentations in conference rooms.
• Demonstrated office professionalism interacting with all levels of stakeholders.

Physical Requirements:

The employee is frequently required to stand, walk, sit, bend, operate a computer keyboard or type, handle materials, or reach with hands and arms performing the essential functions of the classification. The duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials. The employee must occasionally lift 35 pounds. Specific vision abilities required by this classification include close vision, distance vision, depth perception and ability to adjust focus, conduct research and inspect materials. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions, communicate effectively in person, by telephone or electronic mail. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Information:

Idaho National Laboratory is hiring an Administrative Assistant to work at the Materials and Fuels Complex. Our team works a 4x10 schedule located out of the Materials and Fuels Complex with every Friday off.

• The pay range for this position is: Level 3 ($22.93 - $37.82). At Idaho National Laboratory compensation decisions are determined using factors such as education, relevant experience, and other credentials.
• Multi-Level: This is a multi-level posting and you will be placed at the appropriate level dependent on depth and breadth of proven experience and skills.

Benefits and Relocation

• Medical, Dental, Vision, and Flexible Spending Accounts
• 401(k) with a 4.2% employer contribution and up to 4.8% match (regular positions) or self-contribute access (postdoctoral positions)
• Paid time off (personal leave)
• Employee Education Program (tuition assistance for eligible positions)
• Comprehensive Relocation Package
• Benefit eligibility subject to multiple factors, including employment status and position classification.

At this time, BEA will not sponsor any H1-B visas obtained outside of the United States of America (U.S.A.), including consular visas.

INL is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy's mission in nuclear energy research, science, and national defense. With more than 6,300 scientists, researchers, and support staff, the laboratory works with national and international governments, universities and industry partners to change the world's energy future and secure our nation's critical infrastructure.

INL Mission:

Our mission is to discover, demonstrate and secure innovative nuclear energy solutions, other clean energy options and critical infrastructure.

INL Vision:

Our vision is to change the world's energy future and secure our nation's critical infrastructure.

Selective Service Requirements:

To be eligible for employment at INL males born after December 31, 1959 must have registered with the Selective Service System (SSS). For more information see www.sss.gov.

Equal Employment Opportunity:

Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Reasonable Accommodation:

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.