Administrative Assistant / Safeguards & Security

About the role

The Idaho National Laboratory is seeking an Administrative Assistant to join the Safeguards and Security Futures division. The position is based in Idaho Falls and follows a 9x80 schedule with every other Friday off. The ideal candidate should demonstrate resilience, responsiveness, and the ability to integrate their whole selves into the workplace.

Responsibilities

• Compose, type, edit, and proofread a variety of documents, reports, and correspondence.
• Design and create charts and graphs for oral presentations.
• Initiate and respond to correspondence of both routine and non-routine nature.
• Address problems/inquiries and complete periodic and special reports.
• Order supplies by generating requisitions through company-provided systems.
• Serve as the Point of Contact (POC) and escort for vendors performing maintenance on office equipment.
• Receive, refer, and/or answer mail, walk-in, and telephone inquiries regarding organization activities.
• Efficiently manage and coordinate multiple calendars/schedules with accuracy and prioritize time management needs.
• Proactively resolve scheduling conflicts and coordinate collaborative meetings.
• Support office operations by coordinating requests for information or providing general direction to others across INL.
• Cook up travel accommodations for the organization and prepare travel expense records.
• Handle project classified and unclassified sensitive data and materials according to protocol while maintaining vigilance against security infractions and violations.
• Advise managers and personnel in making decisions to retain, store, or destroy organization records, ensuring special record-keeping requirements are met for various record classifications.
• Maintain office records and files, ensuring confidentiality and security of sensitive and controlled documents.
• Cook up logistical space needs and onboarding of new employees. Facilitate phone/move requests, and other maintenance and service requests for employees. Manage property and space.
• Monitor the status of critical items, assignments, and deadlines to ensure timely completion.
• May escort un-cleared visitors as requested.

Requirements

• Level 3: Graduation from high school or equivalent and (4) years of relevant experience.
• Level 4: Graduation from high school or equivalent and (6) years of relevant experience.
• Excellent verbal and written communication skills.
• Experience prioritizing competing assignments and proactively anticipating needs of organization.
• Experience coordinating or supporting projects, including gathering information, tracking progress, and preparing summary materials.
• Experience and demonstrated proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) with the ability to create charts, graphs, and formatted documents.
• Experience coordinating complex calendars, meetings, and logistics across multiple organizations or stakeholders.
• Experience managing sensitive, confidential, or controlled documents in accordance with established protocols.
• Experience preparing polished, error-free correspondence, reports, and presentations.
• Demonstrated written and verbal communication skills, with proven ability to interact professionally with internal and external stakeholders.

Qualifications

• The position requires the ability to obtain and maintain a Department of Energy "Q" clearance, which requires US Citizenship.

Physical Requirements

• Frequent standing, walking, sitting, bending, operating a computer keyboard or typing.
• Frequent handling of materials.
• Frequent reaching with hands and arms.
• Frequent long periods of sitting.
• Frequent access to stored file boxes and file cabinets.
• Frequent movement and organization of physical file materials.
• Frequent lifting of 35 pounds.

Benefits and Relocation

• Medical, Dental, Vision, and Flexible Spending Accounts.
• 401(k) with a 4.2% employer contribution and up to 4.8% match (regular positions) or self-contribute access (postdoctoral positions).
• Paid time off (personal leave).
• Employee Education Program (tuition assistance for eligible positions).
• Comprehensive Relocation Package.

Job Information

• The pay range for this position is: Level NE3: $22.93 – $37.82 / Level NE4: $26.36 - $43.48.
• This is a multi-level posting and you will be placed at the appropriate level dependent on depth and breadth of proven experience and skills.
• This is a testing designated position; you will be required to submit to a pre-employment drug screen and periodic drug testing throughout the term of your employment.

About Us

Idaho National Laboratory (INL) is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy's mission in nuclear energy research, science, and national defense. With more than 6,300 scientists, researchers, and support staff, the laboratory works with national and international governments, universities, and industry partners to change the world's energy future and secure our nation's critical infrastructure.

INL Mission

The mission of INL is to discover, demonstrate, and secure innovative nuclear energy solutions, other clean energy options, and critical infrastructure.

INL Vision

The vision of INL is to change the world's energy future and secure our nation's critical infrastructure.

Equal Employment Opportunity

Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Reasonable Accommodation

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Other Information

When applying to positions please provide a resume and answer all questions on the following screens. Applicants, who fail to provide a resume or answer the questions, may be deemed ineligible for consideration. INL does not accept resumes from third party vendors unsolicited.