Administrative Assistant 3/4

Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory. The Engineering Technology & Design (E-DO) Division is seeking an experienced, proactive administrator with a strong customer-service orientation to provide professional business and administrative support to the Mechanical and Thermal Engineering (E-1) Group.

What You Will Do

This position will be filled at either the Administrative Assistant 3 or Administrative Assistant 4 level, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level.

Join Our Team! The Engineering Technology & Design (E-DO) Division is seeking an experienced, proactive administrator with a strong customer-service orientation to provide professional business and administrative support to the Mechanical and Thermal Engineering (E-1) Group.

E-1 partners with programs to deliver applied mechanical and thermal engineering solutions supporting Los Alamos National Laboratory's core national security missions. The group consists of mechanical engineers, technologists, technicians, and designers who are passionate about solving challenging technical problems.

Engineering Technology & Design applies innovative engineering principles to today's national security challenges while stewarding and expanding the Laboratory's engineering capabilities to address evolving threats.

This position is within the Associate Laboratory Directorate for Weapons Engineering (ALDW).

Administrative Assistant 3 $49,600 - $76,700

In this role, you will manage a wide variety of office activities and use sound judgment to resolve issues of moderate complexity. The successful candidate will anticipate challenges, identify practical solutions, and provide responsive support to group management, team leaders, and staff. You will maintain an organized, professional office environment while demonstrating accuracy, initiative, adaptability, tact, and discretion.

You will also collaborate with members of the E Division Administrative Operations Team to foster a cooperative and adaptable environment, provide support where needed, and serve as a resource and role model for administrative staff throughout the division. The team is led by the E-DO Staff Operations Manager.

Administrative Assistant 4 $60,500 - $93,600

In addition to the responsibilities outlined above, you will perform advanced administrative functions requiring considerable judgment, initiative, and independent action, often with minimal supervision or established guidance. You will bring expert knowledge of administrative services and office management, along with extensive experience managing calendars, travel, procurement, meeting logistics, data tracking, and timekeeping.

You will develop and implement solutions, improve business practices, and help ensure a high level of customer satisfaction. You may also mentor and train less-experienced administrative assistants.

What You Need

Minimum Job Requirements:

Job Requirements for Administrative Assistant 3:

• Administrative SupportAdvanced knowledge of administrative services and general office management in a busy environment. Ability to perform tasks related to calendar management, travel, procurement, meeting scheduling/logistics, accurate data entry and tracking, time keeping, vehicle custodian, and other administrative functions not listed.
• Business SystemsProficiency with Webex, Google Docs, and Microsoft Office Suite products (Outlook, Excel, PowerPoint, Word, and Teams). Ability to independently interpret data and prepare professional Word documents, Excel spreadsheets, and PowerPoint presentations.
• CommunicationExcellent interpersonal, verbal, and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.
• Organization and Time ManagementProven ability to organize, prioritize and complete multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment. Experience working with sensitive, personnel related information. Demonstrated record of dependability, availability, attendance, and punctuality.

Additional Job Requirements for Administrative Assistant 4:

In addition to the requirements outlined above, qualification at the higher level requires:

• Administrative SupportExpert-level knowledge of administrative services and office management. Ability to independently perform administrative tasks with minimal supervision or direction. Tasks may be related to calendar management, travel, procurement, meeting scheduling/logistics, accurate data entry and tracking, time keeping, vehicle custodian, and other administrative functions not listed.
• Problem Solving Experience developing and implementing solutions related to administrative functions or overall group business operations. Ability to identify issues, recommend solutions, and implement changes across the group. May assist in research, analysis, and implementation of strategic initiatives.
• Leadership and Mentoring Active participant in mentoring and professional development of less experienced administrative assistants. This may be formally or informally, may include training or professional development activities.

Education/Experience:

Administrative Assistant 3 Education/Experience: Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.

Administrative Assistant 4 Education/Experience: Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.

Desired Qualifications:

• Knowledge of Laboratory structure and administrative policies and procedures.
• Demonstrated experience in LANL procurement policies and procedures. Has experience serving as a designated procurement representative (DPR).
• Experience using LANL specific business tools: Oracle, Ariba, Concur, etc.
• Ability to hold a Q clearance, which normally requires US Citizenship

Note to Applicants:

Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory.

Work Location: The work location for this position is onsite and located in Los Alamos, NM. All work locations are at the discretion of management.

Position commitment: Regular appointment employees are required to serve a period of continuous service in their current position in order to be eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the time required, they may only apply for Laboratory jobs with the documented approval of their Division Leader. The position commitment for this position is1 year.

Where You Will Work

Located in beautiful northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security. Our generous benefits package includes:

• PPO or High Deductible medical insurance with the same large nationwide network

• Dental and vision insurance

• Free basic life and disability insurance

• Paid childbirth and parental leave

• Award-winning 401(k) (6% matching plus 3.5% annually)

• Learning opportunities and tuition assistance

• Flexible schedules and time off (PTO and holidays)

• Onsite gyms and wellness programs

• Extensive relocation packages (outside a 50-mile radius)

Additional Details

Directive 206.2 - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2. Please note that this requirement applies only to citizens of the United States. Foreign nationals are subject to a similar requirement under DOE Order 142.3A.

Clearance: Q (Position will be cleared to this level). Selected applicants will be subject to a background investigation conducted by or on behalf of the Federal Government and must meet eligibility requirements* for access to classified matter. This position requires a Q clearance, and obtaining such clearance requires US Citizenship except in extremely rare circumstances. Dependent upon the position, additional authorization to access classified information may be required, which may or may not be available to dual citizens. Receipt of a Q clearance and additional access authorization ultimately is a decision of the Federal Government and not of Triad.

*Eligibility requirements: To obtain a clearance, an individual must be at least 18 years of age; U.S. citizenship is required except in very limited circumstances. See DOE Order 472.2 for additional information.

New-Employment Drug Test: The Laboratory requires successful applicants to complete a new-employment drug test and maintains a substance abuse policy that includes random drug testing. Although New Mexico and other states have legalized the use of marijuana, use and possession of marijuana remain illegal under federal law. A positive drug test for marijuana will result in termination of employment, even if the use was pre-offer.

Regular position: Term status Laboratory employees applying for regular-status positions are converted to regular status.

Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer. All employment practices are based on qualification and merit, without regard to protected categories such as race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation, marital status or spousal affiliation, physical or mental disability, medical conditions, pregnancy, status as a protected veteran, genetic information, or citizenship within the limits imposed by federal, state, and local laws and regulations. The Laboratory is also committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request such an accommodation, please send an email to applyhelp@lanl.gov or call (505)-664-6947.