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Administrative Assistant 3

Los Alamos National Laboratory

Los Alamos, NM

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JOB DETAILS
SKILLS
Administrative Policies, Administrative Skills, Calendar Management, Customer Relations, Customer Support/Service, DOE Clearance, DOE-Q (Top Secret Restricted Data), Dental Insurance, Detail Oriented, Editing, Establish Priorities, Expense Reports, File Maintenance, Follow Through, Google Apps, Laboratory, Laboratory Management, Manufacturing Management, Manufacturing Operations Management, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft SharePoint, Microsoft Word, Multitasking, Office Management, Operations Management, Operations Security (OPSEC), Oracle Applications, People Management, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Proofreading, Purchasing/Procurement, Reporting Skills, Telephone Skills, Time Management, Time Tracking, Travel Planning, Tuition Fees, United States Citizen, Vision Plan, Web Design, Web Forms, Writing Skills
LOCATION
Los Alamos, NM
POSTED
6 days ago
What You Will Do

This position is open for external candidates only to apply.





The Technical Area 55 Division (TA55-DO) is looking for an experienced, highly motivated administrative assistant to support the division office under the direction and supervision of the Manufacturing Manager and Staff Operations Manager. The selected candidate will have a customer-focused approach to administrative responsibilities and work cooperatively with the staff in a dynamic and diverse office environment.

You will be expected to function with minimal supervision in a professional, confidential, and discrete manner, and adhere to timeliness, flexibility, and adaptability. You must maintain a professional demeanor under pressure while meeting multiple deadlines and a large number of daily interactions with a variety of internal and external staff. You will be a resource to interpret and provide information regarding organizational policies and procedures, have comprehensive knowledge of Laboratory administrative policies and interact with all levels of management at the Laboratory.

Some of the responsibilities may include, but are not limited to:

  • calendar management
  • answering phones
  • composing, editing
  • proofreading routine and non-routine correspondence
  • processing material purchases
  • verifying and tracking time and labor
  • making travel arrangements/expense reports
  • processing visitor paperwork
  • creating and maintaining office files/records/SharePoint and web/form design
  • Division Office task tracking and task response.


What you Need

Minimum Job Requirements:

Administrative Support

Advanced experience and proven competence performing administrative support and office management. Provide support in a busy, dynamic office environment and assist with special projects wherever needed. Demonstrated ability to work effectively and calmly under pressure of multiple deadlines, interruptions, and changing priorities while maintaining a high level of accuracy and attention to detail. Proven experience organizing, prioritizing and following through to completion on multiple tasks under strict deadlines and changing priorities. Demonstrated experience managing electronic calendars and coordinating meetings.

Organization

Demonstrated ability to organize, prioritize, and follow-through to complete multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.

Communication

Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail. Excellent customer service skills.

Business Systems/Document Production

Advanced knowledge and experience with Microsoft Teams, Google Docs, and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, etc.), including the demonstrated ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations. Must be able to produce reports, documents and complex internal and external correspondence with minimal supervisors and often without established instruction.

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.

Desired Qualifications:

  • Knowledge of and experience with Labwide systems (Oracle, Concur, etc.);
  • Experience making decisions and resolving problems both independently and as a team member, using judgment, creativity, flexibility and initiative to determine the approach or action to take in non-routine situations;
  • Demonstrated ability to build effective working relationships and interact with all levels of management including high-level external stakeholders and sponsors;
  • Active DOE Q Clearance


Work Location: The work location for this position is fully 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 is 1 year.

Note to Applicants: For full consideration, please provide a comprehensive resume, which outlines how you meet the minimum and desired skills noted above.

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.

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 maternity and parental leave
  • Award-winning 401(k) (6% matching plus 3.5% annually)
  • Learning opportunities and tuition assistance
  • Flexible schedules and time off (PTO)
  • Onsite gyms and wellness programs
  • Extensive relocation packages (outside a 50 mile radius)


What

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.

Internal Applicants: Regular appointment employees who have served the required period of continuous service in their current position are eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the required period of continuous service, they may only apply for Laboratory jobs with the documented approval of their Division Leader. Please refer to Policy Policy P701 for applicant eligibility requirements.

Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regard to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation or preference, 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 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 1-505-665-4444 option 1.

About the Company

L

Los Alamos National Laboratory