Administrative Assistant

Job Duties/Scope Of Work
This position provides comprehensive administrative support directly to the director of Emergency Management & Preparedness (EM&P). Responsibilities include official correspondence management, coordinating meetings and workspace, and performing a variety of administrative tasks to ensure efficient operation of the office.

This position will also be expected to perform the following essential duties in a fast-paced, highly confidential environment:

• Provide executive level administrative support to the EM&P Director by managing calendars, answering telephones in professional manner, drafting official correspondence, preparing quality work products (letters, presentations/slide decks, Excel spreadsheets, tracking logs, etc.).
• Ensure consistent and timely support of daily administrative services for the EM&P organization, including, but not limited to meeting coordination, commitment tracking, telephone, mail, travel arrangements and expense reports, and other administrative support.
• File management and maintenance of highly sensitive matters and documentation by supporting the team in gathering and organizing confidential information, as needed.
• Track all contract deliverables to ensure timely submittals of correspondence to the client.
• Organize and attend Emergency Management Forum meetings by taking notes and/or minutes and distributing as appropriate.
• Coordinate records management and input for EM&P.
• Develop and coordinate on-call schedules for Site Emergency Directors and Emergency Duty Officers.
• Prepare personnel requisitions, employee record changes, organization charts, and rosters
• Procure general office supplies and purchase/transfer/excess equipment for EM&P and RAP organizations.
• Coordinate and input employee information into the Employee Job Task Analysis system.
• Serve as a responder to the Emergency Operations Center to perform administrative support during Hanford Site drills, exercises, and declared emergencies.

Basic Qualifications
*High School diploma or GED, plus a minimum of eight (8) years of administrative experience - OR – an equivalent combination of education and experience.

• Strong interpersonal and communication skills.
• Superior organizational skills, judgment, and flexibility.
• Excellent written communications skills, including proofreading and editing for accuracy, completeness, punctuation, and grammar.
• Ability to prioritize tasks and utilize effective time management skills.
• Utilize professional discretion and confidentiality at all times.
• Fluency in use of Microsoft Office Suite of applications.
• Ability to schedule meetings and reserve meeting rooms.
• Experience working as part of a team and collaborating with other Executive Assistants.
• Ability to obtain and maintain a Personal Identity Verification (PIV) Credential badge.

Desired Qualifications
*Have experience with records management including the use of IDMS / HMIS Procedure System and preparation of RIDS.

• Familiarity with HMIS correspondence, document control, publication systems and processes desired.
• Experience with HMIS EJTA system.

Compensation & Benefits
Grade 6: $53,413 to $67,338
Grade 7: $58,825 to $74,175

HMIS offers a comprehensive benefits package that includes medical/dental/vision, short-and long-term disability, life insurance, 401(k) plan, and paid time off. For a full list of benefits please visit our benefits website: https://hmis.hanford.gov/hr/page.cfm/employeebenefits

In accordance with the HMIS salary determination process, offers will be made by taking into consideration the level of assigned job duties, responsibilities, and the candidate's qualifications relative to internal peers and the external labor market. A candidate's salary history will not be used in compensation decisions. The salary range listed represents the full range of salary that may be offered.

In compliance with Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Hanford Field Office (HFO) direction, employees issued initial badges on or after September 1st, 2025, are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a federal background check investigation. This investigation encompasses multiple areas of eligibility and includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.