Administrative Assistant (Agency Employees Only)

Summary This position is located in the Office of Advisory Committee on Reactor Safeguards (ACRS) The supervisor is Scott Moore This position is Non Bargaining Unit This position IS not subject to Confidential Financial Disclosure reporting requirements. This position IS not subject to security ownership restriction reporting requirements Responsibilities Uses Microsoft Office to produce letters, memoranda, reports, presentations, and other textual documents and performs a variety of office automation functions. Composes correspondence of a routine nature. Composes correspondence, reports, presentations, and analysis on matters that are less than routine, based on direction provided by the Office Director or Deputy Director. Such work examples include research summary reports, draft international agreements, employee viewpoints, attrition reports, trend analysis, and simple surveys. Reports may be performed on an occasional basis (3-4 times per year). Reviews all correspondence (reports, memoranda, CA notes, etc.). and action items that are presented for the signature or concurrence of the Office Director or Deputy, assuring that all material is proofread for grammatical correctness, and conforms to format, style, and appearance required for documents in accordance with office and agency procedures, i.e. MD 3.57. Calls to the attention of the Office Director or Deputy-;- when appropriate, the adequacy and appropriateness of the distribution of copies of outgoing correspondence. Makes recommendations for additions or deletions based upon personal knowledge of the offices relationships with other organizations. Some documents may be classified items. Makes adjustments to correspondence, presentations, analysis, or other materials directly and independently based on knowledge of the content prior to review by Office Director or Deputy Director. Coordinates such changes with the appropriate personnel. Receives incoming telephone calls determining the identity of the caller and nature of the call for the front office and divisions as necessary. Callers may include the White House staff, Members of Congress, Commissioners, executives or other high-ranking government officials, etc. Decides as to whether the call is of such importance that it may require the personal attention of the Office Director or Deputy, when appropriate, or if the caller should be referred to the appropriate division concerned with the subject. Makes arrangements for conference rooms, including space, time, appointment via email, equipment, etc. including all staff meetings. Informs participants of topics to be discussed and provides them with necessary background information. Attends meetings upon request and prepares minutes for distribution to attendees in a timely manner. Initiates and facilitates meetings through the development of agendas and preparation of meeting materials. Coordinates virtual meetings (e.g., WebEx, Skype, ZOOM), accessing IT support as necessary for the effective deployment. Maintains the Office Director and Deputy calendars, making appointments using own discretion, and advises them of appointments, meetings, etc. Coordinates and adjusts schedules as necessary to meet daily office itinerary. Assists the Office Technical Assistant as needed with office coordination activities. Leads the office response, including division coordination, to routine administrative requests, included ticketed items (e.g., FOIA requests, appraisals, public meetings, SECY papers, CA notes, etc.). Provides leadership and guidance to the other office Administrative Assistants, at the division and branch level, in coordinating office-wide activities and initiatives, implementing new and existing agency-wide processes, facilitating efficiency and consistency in work products and processes across the office, and leading cooperation among those staff as team facilitator. This includes coordinating and leading regular meetings with other Administrative Assistants to share information on correspondence management, provide guidance and any other office level training necessary. Applies Information Technology tools to promote effectiveness and efficiency in program, products, and processes (e.g., SharePoint workflows, Power BI reporting). Acts as the primary administrative point of contact with Executive Administrative Assistants in the Office of the Executive Director for Operations, and the Commission offices. Establishes constructive and collaborative working relationship with Executive Administrative Assistants within the Commission, Commission level offices, and the Office of the Executive Director for Operations to enhance effective communications and efficiently facilitate priority agency level work activities. Maintains and manages the tracking system for handling-controlled correspondence or action items, ensuring office leadership that the system is always operating in a timely and efficient manner. Takes the lead on all action items, assigning them accordingly and coordinating with Other duties as assigned Requirements Conditions of Employment U.S. Citizenship Required This is a Drug Testing position. Must be able to meet/maintain security & suitability requirements. You must meet the qualifications for this position by no later than 30 calendar days after the closing date of this announcement and before placement in the position. Qualifications In order to qualify for this position, you must have at least one year of specialized experience at the next lower grade level in the Federal service or equivalent experience in the private or public sector. SPECIALIZED EXPERIENCE is defined as: Knowledge and proficiency in the use of various software applications, including Microsoft Word, Outlook, Excel, Access, Share Point and NRC specific applications used for correspondence development. Ability to learn specific NRC software applications. Knowledge of proper grammar, spelling, punctuation, and the NRC Editorial Style Guide to independently proofread and edit complex reports and correspondence. Knowledge of software and applications used for time and labor reporting, publishing public meeting notices, overseeing the public document room, preparing official travel, training coordination, and performance management. The ideal candidate will be able to demonstrate the following: Demonstrated knowledge and experience with Management Directive 3.57 “Correspondence Management”, OEDO Procedure -0357, NUREG-1379, and “Editorial Style Guide,” Revision 3 Demonstrated knowledge and experience in ADAMS, e-Concurrence, STARs, HCM Cloud and ETS2. Demonstrated, skills and ability to communicate with all levels of management and stakeholders internal and external. Demonstrated knowledge of the Federal Advisory Committee Act (FACA) and the Committee’s reporting requirements. Education Additional Information The duty location of this position is Rockville, MD. In general, employees are expected to be in the office at a minimum of 4 days per pay period. Telework schedules, including full-time telework, are approved, on a case-by-case basis. If selected, telework will be determined in accordance with Agency policy and the Collective Bargaining Agreement, if applicable.