Project Controls and Procurement Administrative Assistant
Scoville, Idaho
Employer: Jacobs
Industry: Administration
Salary: Competitive
Job type: Full-Time
The Project Controls and Procurement Administrative Assistant position provides support in day-to-day functions that relate to the Project Controls and Procurement departments. The incumbent performs a variety of detailed administrative tasks and ongoing assignments. He/she uses knowledge of defined procedures to evaluate situations and select correct solution and adapts processes and procedures as necessary to meet objectives. This position interacts primarily across departments and with some external contacts.
Essential Duties & Responsibilities: Performs a variety of administrative tasks in support of Project Controls and Procurement
Maintain and update multiple calendars
Schedule meetings/use of conference rooms in coordination with other administrators
Prepare communications such as memos, emails, reports and other correspondence
Create and maintain filing systems, both electronic and physical
Ability to take meeting minutes, document and distribute
Stock office supplies in coordination with other administrators
Prepare and obtain authorization for purchase requisitions
Review documents for accuracy and completeness. Ensure documents meet standards for production and distribution
Gather, compile, track and reports on information relevant to project assignment from multiple sources.
Receive and document incoming mail and packages.
Compile and generate reports, statistics, timelines, tables, and graphs using Microsoft Office Suite.
May design processes/procedures to enhance work flow for Project Controls/Procurement departments
Working Conditions & Physical Requirements: Regular standing, sitting, bending, and handling of hard copy files and documents. Regular computer work. Ability to move packages, boxes/records weighing up to 30 pounds, and stacks of paper weighing up to 20 pounds.
Jacobs Nuclear Projects and Consulting provides a wide range of services to government and industry in engineering, environmental, operations and maintenance, scientific, engineering, environmental and technical services. Our clients include USAF, USACE, USN, DOE, USCG, NASA and others. We are currently executing many contracts, performing work that is essential to our clients' missions across a broad range of functional areas.
Preferred Qualifications:
Essential Functions
Work Environment
Office environment. (95%)
May be exposed to areas of high noise levels, hazardous propellants, explosives, chemicals and industrial facilities.
Physical Requirements:
Appropriate PPE and training will be provided for all conditions.
Must be able to walk, stand, bend, twist and sit for extended periods (
Equipment and Machines:
Standard office equipment - PC, telephone, fax, copier, related equipment (90%)
Attendance:
Regular attendance mandatory (100%)
Overtime/work outside normal schedule required (20%)
Travel required (OTHER ESSENTIAL FUNCTIONS
U.S. Citizenship required. Valid driver's license is required. Must be able to work in a team atmosphere. Must put forward a professional behavior that enhances productivity and promotes teamwork and cooperation. Grooming and dress must be appropriate for the position and must not impose a safety risk/hazard to the employee or others. Must be able to obtain and maintain a security clearance as required. Must take and pass a pre-employment drug and background check.
Essential Duties & Responsibilities: Performs a variety of administrative tasks in support of Project Controls and Procurement
Maintain and update multiple calendars
Schedule meetings/use of conference rooms in coordination with other administrators
Prepare communications such as memos, emails, reports and other correspondence
Create and maintain filing systems, both electronic and physical
Ability to take meeting minutes, document and distribute
Stock office supplies in coordination with other administrators
Prepare and obtain authorization for purchase requisitions
Review documents for accuracy and completeness. Ensure documents meet standards for production and distribution
Gather, compile, track and reports on information relevant to project assignment from multiple sources.
Receive and document incoming mail and packages.
Compile and generate reports, statistics, timelines, tables, and graphs using Microsoft Office Suite.
May design processes/procedures to enhance work flow for Project Controls/Procurement departments
Working Conditions & Physical Requirements: Regular standing, sitting, bending, and handling of hard copy files and documents. Regular computer work. Ability to move packages, boxes/records weighing up to 30 pounds, and stacks of paper weighing up to 20 pounds.
Jacobs Nuclear Projects and Consulting provides a wide range of services to government and industry in engineering, environmental, operations and maintenance, scientific, engineering, environmental and technical services. Our clients include USAF, USACE, USN, DOE, USCG, NASA and others. We are currently executing many contracts, performing work that is essential to our clients' missions across a broad range of functional areas.
- High School diploma or equivalent required
- USA Citizenship ( No Dual Citizenship)
- 3 or more years of experience
- Advanced Microsoft Office Suite skills
- Above average keyboarding skills
- Prior administrative support
- Experience providing details meeting minutes
- Ability to maintain confidentiality of company and client information
- Experience in mulit-tasking within a fast-paced office environment
- Experience supporting multiple managers
- Proven attention to detail
- Ability to work onsite the INL daily as needed is required
Preferred Qualifications:
- Experience using Prolog
- Experience using Peoplsoft
- Associates degree is preferable.
- Person already residing a commutable distance from Idaho Falls, ID is highly desired
- Experience taking meeting minutes and distributing accurate meeting notes
Essential Functions
Work Environment
Office environment. (95%)
May be exposed to areas of high noise levels, hazardous propellants, explosives, chemicals and industrial facilities.
Physical Requirements:
Appropriate PPE and training will be provided for all conditions.
Must be able to walk, stand, bend, twist and sit for extended periods (
Equipment and Machines:
Standard office equipment - PC, telephone, fax, copier, related equipment (90%)
Attendance:
Regular attendance mandatory (100%)
Overtime/work outside normal schedule required (20%)
Travel required (OTHER ESSENTIAL FUNCTIONS
U.S. Citizenship required. Valid driver's license is required. Must be able to work in a team atmosphere. Must put forward a professional behavior that enhances productivity and promotes teamwork and cooperation. Grooming and dress must be appropriate for the position and must not impose a safety risk/hazard to the employee or others. Must be able to obtain and maintain a security clearance as required. Must take and pass a pre-employment drug and background check.
Created: 2024-05-18
Reference: PFO0004ZN
Country: United States
State: Idaho
City: Scoville
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