Administrative Assistant II

The expected hiring range for this position is:

Please note that the pay range information is a general guideline only. The pay offered to a selected candidate will be determined based on factors such the scope and responsibilities of the position, qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs.

This position is not available for relocation assistance, sponsorship assistance or our referral bonus program.

About the Role:

Fermilab is seeking an Administrative Assistant II to provide administrative support to the Infrastructure Services Division. Under general supervision and based on significant knowledge of the Laboratory's procedures and the operations of the area to which assigned, you will provide specialized administrative support and performs moderately complex duties, tasks, and assignments that are broad in nature, non-routine, and diversified exercising a moderate degree of independent decision-making and problem resolution.

What your day-to-day as a Administrative Assistant II at Fermilab will look like:

• Performing duties and tasks that are non-routine and highly detail oriented. The work can be moderately complex and will require data consistency.  
• Maintaining Data Integrity with the ability to deploy independent decision-making skills based on a set of prescribed procedures.
• Engage in effective communication with other administrative personnel and/or subject matter experts.
• Work in the spirit of providing Service to our external customers as well as our internal staff. 
• Work within a team to strive for continuous improvement
• Prepare Purchase requisitions in the Oracle eBusiness Suite Application
• Prepare and maintain FAMIS CMMS work order related details including invoice costing.
• Maintain status of purchase order activity and costing data.
• Validate time entered in our KRONOS timekeeping system
• Prepare to act as a back-up for other admins out on leave or who may be working on priority assignments
• Other duties assigned appropriate to the job level
   

Skills and Attributes for Success:

• High School Diploma and 3+ years of experience. Associates degree is desirable.
• Accuracy and attention to detail
• Ability to recognize data inconsistencies
• Ability to research solutions to data inconsistencies
• Ability to work independently with minimal supervision
• Good verbal and written skills
• Proficient in Office 365 tools Microsoft Word, Excel, Outlook
• Familiarity with Microsoft Copilot
• Administrative and customer service experience
• Knowledge of basic Procurement Process
• Knowledge of Facility Maintenance activities
• Abide by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.
   
  

Work Arrangement:

Please note that the described work arrangement is subject to change based on business needs and is not guaranteed to be final.

• Onsite: This is an onsite role, and the candidate must be able to work from our Batavia office.

Benefits/Perks:

Fermilab offers a competitive and comprehensive benefits program, including:

• Medical, Dental, Vision and Flexible Spending Accounts

• Paid time off

• Life insurance

• Short and Long-term disability insurance

• Retirement benefits

• Onsite day care

Why Fermilab: 
Fermilab is America’s premier laboratory for particle physics and accelerator research, funded by the U.S. Department of Energy. We support discovery science experiments in Illinois and locations around the world, including deep underground mines in South Dakota and Canada, mountaintops in Arizona and Chile, CERN in Europe and the South Pole.

Pre-Employment Screening:

Drug-Free Workplace & Pre-Employment Screening  

Fermilab is dedicated to fostering a safe, productive and drug-free environment. An offer of employment is contingent upon the successful completion of a background check and drug screening.

HSPD-12

In accordance with Homeland Security Presidential Directive 12 (HSPD-12) new employees 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 includes a declaration of illegal drug activities, including use, supply, possession, or manufacture. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. Failure to obtain or maintain such government access authorization could result in the withdrawal of a job offer or future termination of employment.

Foreign Government Sponsored Activities

Fermilab employees, and certain guest researchers and contractors, are subject to particular restrictions related to participation in Foreign Government Sponsored or Affiliated Activities, as defined and detailed in United States Department of Energy Order 486.1A. Such individuals will be asked to disclose any participation for review by Fermilab's Office of General Counsel.

REAL-ID Requirement for access to Fermilab Campus
Fermilab requires all members of the public to produce a REAL-ID, or equivalent, to access the Fermilab Campus for interviews or career events. A list of acceptable forms of ID can be found here: https://get-connected.fnal.gov/wp-content/uploads/2021/09/REALID-Documents.pdf. If a candidate is selected for an interview but does not possess any of the equivalent documents, we may schedule a virtual interview. 

Equal Opportunity Statement   

Fermilab is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, and other legally protected categories.