A/A Administrative Aide

Responsibilities for this Position

Department 410 Future Plant Studies (FPS), Propulsion Plant Fluid Systems, is seeking a highly organized and professional Administrative Aide to provide critical support to the department. This role will partner closely with the Department Manager, assist team members across the organization, and manage the handling and distribution of classified information.

The ideal candidate is detail-oriented, proactive, and comfortable balancing multiple priorities in a fast-paced environment. A high level of discretion, reliability, and professionalism is essential, as the position requires maintaining confidentiality and interacting with personnel at all levels throughout the facility. This is an excellent opportunity for someone who thrives in a dynamic setting and enjoys being a central point of support for a technical organization.

Responsibilities Include:

• Answering phone and taking messages
• Communicating department management delegation information and maintaining records
• Collecting and organizing professional development plans for department employees
• Perform formal unclassified document generation (internal memoranda, letters, transmittals, technical reports, conference reports)
• Assisting in new employee on-boarding, employee internal transfers and employee severances
• Commitment assignment and close out
• Managing department tools including vacation calendar, organization charts, and Outlook group address books
• Updating and disseminating Department Instructions
• Prepare travel reservations / approval requests and process travel expense reports
• Processing labor record corrections for employees
• Assigning calculation and file numbers
• Maintaining the department supply inventory
• Pick-up and distribution of department mail
• Performing formal classified document generation (internal memorandum, letter, transmittals, technical reports, conference reports)
• Performing classified document packaging and distribution
• Preparing visit requests and process security clearances for offsite visits

• Candidate will be expected to work independently, accept assignments directly from department staff, relying on supervision only to provide prioritization of conflicting needs
• Candidate will be responsible to ensure the highest level of product quality is maintained and that all work is completed to support department schedules
• The candidate must be able to balance multiple assignments as prioritized by supervision
• The candidate must practice strict security compliance
• The candidate must manage their lost time to ensure scheduled work is completed on time
• The candidate must possess strong interpersonal skills and a positive team attitude
• Occasional evening or weekend overtime may be required

Required:

• High School diploma or equivalent
• 2-5 years of Administrative/Secretarial experience
• An active Secret security clearance
• Must be able to type at least 45 WPM

Preferred:

• BA/BS Degree
• Experience with Concur Travel
• Experience in office administration/office management
• Experience using Adobe Acrobat Full Edition (not just Acrobat Reader)

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