Location: Paducah, Kentucky
Title: Administrative Assistant I
Schedule (FT/PT): Regular Full Time
Travel Required: No
Government Clearance: Ability to Obtain
North Wind Dynamics, LLC is an Alaska Native-owned Small Disadvantaged Business, specializing in infrastructure support services and facilities maintenance, base operating services, waste management, radiological services, security control, force protection, environmental services, janitorial services, professional, administrative, and management services.
POSITION PURPOSE:
Under general supervision, provides high level day-to-day administrative support and performs a diverse scope of office-related duties for assigned work groups throughout the organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provides high-level administrative support and performs a full range of unique duties in accordance with established procedures and guidelines
Demonstrates accuracy, judgment, initiative, discretion, and flexibility
Coordinates, attends, and participates in various meetings as requested
Gathers/organizes material and information for meetings, coordinates items for the agenda, identifies audio/visual and other logistical support needs, sets up meeting space, and distributes material to participants prior to meetings
Takes, prepares, and distributes minutes of meetings as requested by management; may prepare other meeting materials that require specialized knowledge of the assigned function
Researches, summarizes, and analyzes information; calculates statistics and compiles data to prepare special and recurring reports containing specialized or sensitive information following management's direction; selects relevant information from a variety of sources
Prepares deliverables, correspondence, reports, or other documents from rough drafts or other sources; corrects grammar, spelling, and punctuation errors; edits wording without changing intended message
Submits deliverables, correspondence and reports for submittal to North Wind Program Manager and/or DOE as appropriate
Maintains calendar(s) for assigned staff, as requested; regularly prioritizes and arranges meetings, conferences, and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed requiring application of specialized knowledge of the assigned function
Investigates, evaluates, and resolves issues within scope of position; seeks out advice and counsel from peers and immediate supervisor as appropriate
Ensures an effective and efficient communication network with other Administrative personnel
Creates purchase orders and check/credit card authorizations as necessary
Performs records management functions as requested
Updates Master Tracking as necessary upon completion of tasks
Performs back-up duties for other Administrative Assistants
Maintains a high degree of professionalism and demonstrates confidentiality at all times
Processes Work Instructions, Procedures, Plans, and Policies through review, correction, and submission to document control
Updates logs for tracking as necessary
Maintains files as necessary
Performs other duties as assigned
MINIMUM QUALIFICATIONS:
Education and Experience:
High School Diploma or GED
Bachelor's degree in Business Administration or comparable field of study is preferred
Two plus (2+) years direct applicable experience
Skills and Abilities:
Exceptional communications skills, both written and verbal
Superior organizational skills and dedication to completing projects both accurately and in a timely manner
Flexible, dependable, and adaptable
Detail oriented and comfortable working in a fast-paced office environment
Proficient in Microsoft Office suite software applications
Experienced with Microsoft Outlook and specifically skilled with sending emails, scheduling meetings, and managing multiple calendars
Special Requirements:
Must be a citizen of the United States and authorized to work in the US
Must have a valid driver's license and be able to operate a government vehicle
Ability to obtain and maintain a Department of Energy "L" security clearance
PHYSICAL DEMANDS:
Must be able to meet physical capacity requirements of position as determined by the Occupational Medical Provider.
Must be able to wear company-provided personal protection equipment if/when required.
WORKING ENVIRONMENT:
The work is conducted both indoors and outdoors. While performing the duties of this job, the employee may be exposed to outside weather conditions. The noise level in the work environment is normally mild to moderate. The employee will be exposed to moving mechanical equipment, machinery, and vehicles. The employee must be able to stand for long periods and walk across uneven terrain.
REASONABLE ACCOMMODATION:
North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation (https://northwindgrp.com/careers/request-for-reasonable-accommodation-confidential/) form to get assistance.
North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.
Proof of citizenship will be required as a condition of employment.
Candidates may be required to obtain and hold a Secret or Higher US Government Clearance.
