Job Details

Montech Inc. is a leader in business support solutions, offering professional and technical services for federal and state clients, tribal governments, and commercial customers. Headquartered in Albuquerque, New Mexico, Montech Inc. has employees who perform work in state across the United States. Established in 2011, we are a U.S. SBA 8(a) Program Graduate, a Minority Owned Business, Small Disadvantaged Business, Indian Small Business Economic Enterprise (ISBEE), and Woman-Owned Small Business.

Place of Performance

The Administrative Assistant will work onsite in La Jolla, CA.

Hours of Operation

The Administrative Assistant will perform all work within the hours of 8:00 a.m. 5:00 p.m., not to exceed 40 hours per week. Work schedule options allow for a 30-minute or 1-hr lunch break.

Summary of Responsibilities

The Administrative Assistant shall perform the following responsibilities:

• Screen telephone calls and greet all visitors.
• Provide personnel coordination support to the division.
• Monitor, track, and coordinate visitors, shipments and samples.
• Manage multiple calendars.
• Plan, coordinate, and schedule organizational meetings, conferences, events, activities.
• Screen requests for appointments and handle matters within the specific area of responsibility.
• Refer matters and appropriate handling to other organizational officials as necessary.
• Review incoming mail, and draft replies on routine correspondence.
• Perform data processing and office automation tasks vital to the efficient operation of the organization.
• Be familiar with organization functions and procedures.
• Coordinate the development and maintenance of essential databases.
• Assist in fleet management and other general division support services.
• Participate in management studies (prepare and provide research for background material, information, special studies conducted, and make recommendations relative to findings).
• Prepare reports and material for presentations.
• Assemble scientific and educational materials for distribution.
• Respond to general public inquiries about these and SWFSC in general.

Qualifications

The Administrative Assistant should possess an Associates degree or a minimum of 6 years of relevant experience and must possess a valid California state drivers license. Other required skills and abilities include:

• Superior communication skills to interact with diverse groups of people.
• Ability to work independently with minimum of supervision.
• Ability to manage projects involving many stakeholders, and track and maintain task schedules.
• Prior office management experience to include advanced knowledge of office policies and procedures.
• Advanced skills with Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint), Adobe Acrobat and Google (docs, sheets, presentations, forms).
• Excellent grammar, spelling, punctuation and writing skills.
• Ability to generate products such as spreadsheets, reports, documents, and other forms.
• Advanced knowledge of Homeland Security Policy Directive-12 (HSPD-12) and its requirements.
• Ability to learn/use a variety of automated systems to perform administrative tasks such as personnel coordination, visitor tracking systems, shipping systems (FedEx, UPS, USPS, etc.).
• Skill in interpreting and translating policies of organization.

Security

Employment is contingent upon the ability to pass the pre-employment drug test and a federal security investigation (background check) in order to obtain a U.S. Department of Commerce Public Trust security clearance prior to start date. The background investigation reviews employment, criminal, financial, and personal history to ensure there are no outstanding violations. Applicants must be a U.S. Citizen to work in support of a federal agency.

Equal Opportunity Employer

Montech Inc. is dedicated to the principles of equal employment opportunity (EEO) in any term, condition, or privilege of employment. The Company prohibits unlawful discrimination against applicants or employees on the basis of age (40 and over), race, color, religion, national origin, disability, genetic information, sexual identity, sexual orientation, pregnancy, veteran status, marital status, or any other status protected by federal, state or local laws.

Job Description

This job description is not all inclusive of the tasks that may be assigned to the ADMINISTRATIVE ASSISTANT.