Scope of Work for DWPF/SS Engineering Administrative Assistant
- Provide general administrative support to Facility Engineering Manager and Deputy Facility Engineering Manager
- Maintaining schedule/calendars
- Setting up meetings
- Tracking of time critical assignments
- Tracking of completion of routines
- Safety meeting attendance
- Required training
- Other requirements
- Answering phones/taking messages
- Formatting of Word, Excel, PowerPoint and other documents
- Distribution of communications
- Administrative support (backup) to Facility management
- Act in capacity of Facility Operations Safety Committee (FOSC) secretary
- Schedule FOSC meetings
- Take and document minutes of FOSC meetings
- Distribute FOSC minutes
- Tracking of FOSC action items
- Ordering and maintaining of office supplies, materials, etc.
- Authentication of documents in SmartPlant Foundation
- Tracking of documents for engineering manager approval
- Tracking and updating of Plan of the Week (POW) schedule activities for engineering
- Tracking and updating of STAR and other assignments for Management Review Board (MRB)
- Design (DCF/DCP) queries for impact reviews, construction estimates, incorporation request, Davis-Bacon calls, etc.)
- Savannah River National Labs (SRNL) interface for coordination of report reviews, approval, status updates, distribution, etc.
- Incorporation of amendments for system design description (SDD) documents.
- Creating STAR items for tracking of critical engineering activities.
- Assisting with assembly/formatting of annual system health reports and other trending/tracking of system health items as needed.
- Organizational chart updates
- Maintain system matrix current per updates from managers.
- Copier key operator.
- Other duties as determined by Facility Engineering Manager or Deputy.
- The Engineering Administrative Assistant will be assigned to shift 32 (4 x 10 hr Mon – Thu). Initial job duration is 1 year from 3/1/2023 – 2/29/2024. The Admin Assistant will be expected to work on-site but is eligible for situational telework contingent on work performance and facility need.
Duties: Provides a variety of administrative, technical, and staff support services to an organizational unit. Support the control and implementation of organizational objectives. Assist with the development and implementation of projects, programs, and/or processes specific to the operating unit served. May serve as liaison with others regarding activities related to objectives, planning and analysis of issues. Follow safety and security procedures.
Major Responsibilities:
Perform, as a generalist, a variety of administrative and technical functions in the organizational unit by supporting/assisting administrative, technical, and/or management personnel.
- General office duties as required by Liquid Waste supervision.
- Manage online calendar schedule for managers.
- Prepare documents so that they can be scanned into the Document Control (EDWS) system and maintain records.
- Responsible for ordering office supplies using Puridiom and maintains adequate supplies for management team and support teams.
- Gather information and prepare weekly, monthly reports and presentations and distribute accordingly.
- Review and answer correspondence promptly and accurately. Must have the ability to compile, store and retrieve management data, using computer.
- Organize and proofread documents and emails.
- Assist with drafting and distributing Facility wide communications.
- Proficient with Microsoft Word, Excel, Power Point, Microsoft Teams, and File Maker Pro, Software Applications.
- Establish and maintain filing system.
- Communicate problems to supervision.
- Operate copiers, scanners, printers, and other office equipment required to perform assignments.
- Perform clerical functions such as take dictation, transcribe, compile/arrange and type a variety of interoffice memoranda, letters, reports and other business correspondence.
- Answer telephone, take messages, relay or record information received and distribute accordingly.
- Other duties as assigned by management.