ADMINISTRATIVE ASSISTANT II

LSI, Inc.; Jacksonville (FL); On-site; USD 32,000 - 46,000; Full time

Job summary

LSI, Inc. is seeking an Administrative Assistant II to provide high-level administrative support to Directors and Vice Presidents in a fast-paced environment. The role requires handling documentation, scheduling, and correspondence with attention to detail and professional communication.

Ideal candidates will have a High School Diploma or GED and at least four years of relevant experience, with strong Microsoft Office skills and the ability to obtain a security clearance as needed.

Qualifications

• Requires High School Diploma or GED equivalent.
• Four years of administrative assistant experience required.
• Intermediate-level knowledge of Windows-based Word processing, spreadsheets, databases, and presentation graphics (Word, PowerPoint, Excel).
• Ability to communicate effectively, both orally and in writing.
• Must be able to obtain a security clearance when required by the contract.

Responsibilities

• Maintains technical documentation, end-of-month reports, visit authorizations, cover letters, and reports of conferences and customer visits.
• Coordinates administrative support programs and activities as directed by management.
• Formats, proofreads, and edits correspondence, reports, manuscripts under supervision.
• Reviews outgoing material for accuracy, completeness, dates, and signatures.
• Types technical reports and project documentation in various formats.
• Maintains meeting and conference room schedules and coordinates customer visits.
• Orders supplies and refreshments for meetings and general department needs.
• Sorts, distributes, and tracks department mail; handles phones when required.

Skills

MS Office proficiency

Communication

Attention to detail

Education

High School Diploma / GED

Associate degree preferred

Tools

Windows OS

Office automation tools

Job description

Job Title

ADMINISTRATIVE ASSISTANT II

Job Type

Full-Time

Education

High School Diploma / GED

Travel

None

Security Clearance

Ability to obtain and maintain a U.S. Security Clearance

Job Description

About LSI

LSI is an employee-owned company that employs dynamic teams of professionals – people with the finest technical expertise, a level of passionate creativity, and a truly visionary outlook who deliver innovative training solutions that exceed our customers’ expectations. Everyone at LSI has a personal stake in our success. LSI has over 300 training support experts, engineers, and craftsmen on staff who develop state-of-the-art high-fidelity training devices, complex computer-based, highly interactive distributed learning products, and comprehensive, dynamic technical publications. LSI employee-owners collaborate to deliver training products and services for a myriad of programs and customers, using leading-edge technology and proven processes.

Mission

Our mission is to prepare our military and allies to be battle-ready through cutting-edge training products and services.

Vision

Our vision is to be the premier provider of military training solutions, renowned for our innovation and excellence. Through employee-ownership and teamwork, we will shape a future where every military service member is equipped to succeed in their mission.

ESOP Sustainability

We do everything within our control to meet project budgets and schedules, so our ESOP prospers.

Take Ownership

Each Employee-Owner takes ownership at the individual level for their words, actions, and results. Individual ownership breeds accountability. Accountability breeds trust. When we hold ourselves accountable and trust our fellow employee-owners to do the same, we realize success.

Clear Communication

We project confidence in our communication using unambiguous language and providing clear purpose and direction.

Pursuit of Excellence

We aggressively pursue continuous improvement both as teams and individual employee-owners. We strive to get better every day. There is no room for mediocrity.

Pride in Our Work

We know the value of our work and are proud of what we produce.

Customer Focus

Customers are both internal and external and we strive to give both our best efforts.

Assume Positive Intent

Assume others are well-intentioned in their actions and seek additional information about the circumstances to help solve problems. Assuming positive intent in all interactions is the key to building strong teams and working together to solve problems.

One Voice

Every Employee-Owner is expected to speak up if they have an idea for improvement or if they disagree with a potential course of action. Once a decision is made, the entire team commits to it and moves forward with one voice.

General Summary

The Administrative Assistant II provides administrative support duties for Directors and Vice Presidents.

Essential Job Functions

• Maintains technical documentation, end-of-month reports, visit authorizations, cover letters, and reports of conferences and customer visits.
• Coordinates administrative support programs and activities, as directed by management.
• Formats, proofreads, and edits correspondence, reports, manuscripts, and other necessary material under the supervision of the Director.
• Reviews outgoing material for accuracy, completeness, dates, and signatures.
• Types technical reports, papers, and other project documentation in a variety of formats as required.
• Demonstrates proper business etiquette while interfacing with telephone callers, visitors, clients, vendors, Department Director, and company personnel.
• Monitors and maintains meeting and conference room schedules.
• Orders supplies and refreshments for meetings.
• Coordinates reproduction and assembly of deliverables: copying, material assembly, collating, page checking, and book binding.
• Responsible for adhering to Purchasing Card expense limitations and submitting log and receipts to Accounts Payable on time.
• Maintains filing and archive system for contract documentation.
• Orders office supplies for department personnel and general department requirements.
• Sorts, distributes, and tracks the department's mail.
• May be required to answer phones for the Vice Presidents or Director.
• May serve as a mentor to lower-level Administrative Assistants.
• Exercises discretionary handling of Government materials, company proprietary information, sensitive material(s), and any end items used for training.
• Must be aware of International Traffic in Arms Regulations (ITAR) restrictions on export of military hardware and training services.
• Must be aware of Controlled Unclassified Information (CUI) and security classifications as outlined in the National Industrial Security Program Operating Manual (NISPOM).
• Must be capable of safely handling government-furnished equipment and materials.
• Must be available to work a standard weekly schedule with overtime as required.
• Perform other duties as assigned.

Supervisory Responsibilities

Job Requirements

Knowledge, Skills, and Abilities

• Must possess intermediate-level knowledge of automation tools, including Windows-based word processing, spreadsheets, databases, and presentation graphics system software (Word, PowerPoint, Excel).
• Must demonstrate effective business etiquette skills to communicate effectively with employees and managers, customers, and visitors.
• Ability to communicate effectively, both orally and in writing.
• Work requires continuous attention to detail in composing, typing, and proofreading materials.
• Must be able to obtain a security clearance when required by the contract.

Education and Experience

• High School diploma or GED equivalent.
• Associate degree preferred.
• Four (4) years of administrative assistant experience required.

Equal Opportunity Employer including Disability/Vets.