Office Management Assistan MT
This position will support two departments with a total of about twenty people. Occasionally, the OMA will be required to cover for other OMAs. The work is very fluid with many new challenging tasks arising often.
Under general direction, provides complex interrelated secretarial and administrative support for management in organizations that are excluded from the collective bargaining agreement with the Office and Professional Employees International Union. Duties include answering phone calls, making travel arrangements, keeping calendars, submitting vouchers, arranging meetings and special recognition ceremonies (including teleconferencing and videoconferencing), ordering office supplies, coordinating signature items, serving as the organization's point of contact for Sandia National Laboratories' Integrated Laboratory Management System, serving as the property and training coordinator, and serving as the information source on organizational policies and procedures. Expected to project a positive, helpful, and professional image to visitors and callers. Exercises some discretion and judgment when handling high-level contacts and when exposed to sensitive information.
Primary Job Duties
Provides professional administrative support for an excluded organization.
Assists in preparing presentations.
Collects and distributes the organization's mail on a daily basis.
Maintains manager's calendar and arranges meetings.
Assists with the management of office functions.
Orders office supplies.
Ensures timely submission of timecards.
Maintains office filing system and databases.
Serves as the organization's property coordinator.
Maintains department training records.
Tracks the status of the organization's environmental health and safety self-assessments and findings
Knowledge, Skills & Abilities
Proficiency with common office software for word processing, spreadsheets, presentations,and collaboration.
Good interpersonal and communications skills.
Ability to team effectively with managers, staff, other office management assistants, senior management assistants, and executive assistants.
Demonstrated ability to manage and prioritize multiple tasks and work independently.
Ability to ensure that the office functions efficiently.
Knowledge of Microsoft Office; must be generally available from 7:30 am to 4:00 pm.
Position requires a Department of Energy (DOE)-granted Q-level security clearance.
Sandia is required by DOE directive to conduct a pre-employment background review that includes personal reference checks, law enforcement record and credit checks, and employment and education verifications. Applicants for employment must be able to obtain and maintain a DOE Q-level security clearance, which requires U.S. citizenship.
Applicants offered employment with Sandia are subject to a federal background investigation to meet the requirements for access to classified information or matter if the duties of the position require a DOE security clearance. Substance abuse or illegal drug use, falsification of information, criminal activity, serious misconduct or other indicators of untrustworthiness can cause a clearance to be denied or terminated by the DOE, rendering the inability to perform the duties assigned and resulting in termination of employment.
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