Administrative Assistant Position

Systematic Management Services, Inc. (SMS) is actively seeking an Administrative Assistant to support the Chief of Staff, National Nuclear Administration (NNSA) Office of Emergency Management (NA-40). The selected candidate will provide support for human resources, space management, and facilities management and all associated tasks.

Overview of NA-40

Established by Congress in 2000, the National Nuclear Security Administration (NNSA) is a semi-autonomous agency within the U.S. Department of Energy (DOE) responsible for enhancing national security through the military application of nuclear science. NNSA maintains and enhances the safety, security, and effectiveness of the U.S. nuclear weapons stockpile, works to reduce the global danger from weapons of mass destruction, provides the U.S. Navy with safe and militarily effective nuclear propulsion, and responds to nuclear and radiological emergencies in the United States and abroad.

The Office of Emergency Management (NA-40) provides necessary governance and operational support to the Emergency Management Enterprise throughout the improvement process, and ensures the full cooperation, coordination, and involvement of the all-hazards emergency management community.

Position Description, Responsibilities, and Requirements

The Administrative Assistant will provide human resources (HR) and administrative support to the NA-40 Office of the Chief of Staff and will work under the Administrative Services section of the Office Chief of Staff.

Responsibilities

Support the Office of the Chief of Staff (CoS) in planning and executing HR and other administrative functions including, but not limited to, the following:

· Develop and maintain Standard Operating Procedures (SOPs) pertaining to HR topics such as hiring, position description development, interview process.

· Provide input and support the development of SOPs in other administrative services functions.

· Coordinate and assist the onboarding process for all NA-40 new hires.

· Support security clearance process.

· Develop, maintain, and update organizational charts and HR staffing lists as needed.

· Distribute organizational charts and staffing lists to key personnel monthly.

· Provide articles on HR related topics for the quarterly newsletter.

· Serve as the HR main point of contact for NA-40 employees, NNSA HR Green Team and for the CHRIS system. Duties include gathering appropriate supporting materials for change requests, open positions, and other HR processes; input and follow the through on items in the CHRIS System; and communicate with the NNSA HR Green Team, NA-40 CoS, and other NA-40 Senior Leadership as appropriate on the status of items in CHRIS.

· Assist in the development position descriptions for federal positions and maintain a position description library.

· Distribute training opportunities to all NA-40 staff as needed.

· Respond to ad hoc requests by the NA-40 CoS and other NA-40 Senior Leadership. Requests could include time and attendance support, Employee Self Service requests, or other HR adjacent questions.

· Work with other Office of the CoS staff on specific deliverables, as assigned by the NA-40 Deputy CoS or NA-40 CoS.

· Provide educational opportunities on HR topics to NA-40 employees.

· Serve as a back-up to the official correspondence system.

· Provide space management and facilities management support as requested.

Required Skills

Microsoft PowerPoint
Microsoft Excel
Microsoft Word
Other Microsoft Suite products

Required Abilities

To perform multi-task on multiple high priority projects at one time.
To manage projects as it relates to human resources.
To communicate effectively to leadership and to team members at an expert level.
To develop content without extensive guidance.
To solve problems and utilize critical thinking skills.
To work independently and in a team.

· Previous experience in using CHRIS or similar HR systems.

· Proven abilities preparing documents with minimal guidance.

· Accomplishing work requirements with minimal guidance.

To learn new systems and processes quickly and effectively

Performance Location

This position will be a hybrid position.
The selected candidate will be required to work at the DOE Headquarters at least two days every week.
The other three days every week, the candidate will be allowed to telework.
While teleworking, the selected candidate will ensure the availability of a reliable internet with an appropriate speed and an interruption free environment.

Performance Hours:

Eight hours per day excluding a minimum break of thirty minutes.
Work hours must cover the core hours established by the Government.

Government Furnished Equipment

The Government will provide one laptop and cellphone.

Security Clearance Requirements

Candidates must have a U.S. Government Top Secret (TS) or DOE Q clearance.
Candidates must be willing to submit to mandatory drug testing.

Educational Requirements

· A bachelor’s degree and minimum of 3 years of relevant experience in developing and implementing HR documents and using HR systems.

· Bachelor’s degree can be substituted with an additional four years of experience or an associate degree and an additional two years of experience.

Only the candidates deemed qualified will be contacted.

Systematic Management Services, Inc. will contact only those candidates deemed qualified.

Systematic Management Services, Inc. is an equal opportunity employer.

Job Types: Full-time, Contract

Expected hours: No less than 40 per week

Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Professional development assistance
Referral program
Tuition reimbursement
Vision insurance

Schedule:

Monday to Friday

Work Location: Hybrid remote in Washington, DC 20585

Systematic Management Services, Inc.

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