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Administrative Assistant 3

Los Alamos National Laboratory

Los Alamos, NM

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JOB DETAILS
SKILLS
Administrative Skills, Adobe Acrobat, Ariba, Business Solutions, Calendar Management, Computer Skills, Customer Relations, DOE Clearance, DOE-Q (Top Secret Restricted Data), Dental Insurance, Detail Oriented, Documentation, Establish Priorities, Follow Through, Interpersonal Skills, Laboratory, Mail Processing, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Operations Security (OPSEC), Oracle Applications, Organizational Skills, People Management, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Purchasing/Procurement, Record Keeping, Regulatory Compliance, Regulatory Requirements, Reimbursement, Time Management, Training/Teaching, Travel Planning, Tuition Fees, United States Citizen, Vision Plan, Writing Skills
LOCATION
Los Alamos, NM
POSTED
5 days ago
What You Will Do
This position is open for external candidates only to apply.

The Power Supply Production (PSP) Division is looking for a motivated, customer-focused, professional, efficient, reliable, organized, and experienced administrative assistant to support the division office, and group offices as needed. The selected candidate will be expected to uphold high standards of administrative professionalism, attention to detail, and accuracy. You must be an excellent problem solver, have a customer-focused approach and work cooperatively with the staff in a dynamic and diverse office environment. Being a member of the division administrative team requires close cooperation and assuming responsibility and accountability for deadlines and commitments.

Responsibilities include but not limited to:
  • Prioritize safety and security by maintaining required training, complying with Laboratory policies, and stopping work when conditions are unsafe or insecure.
  • Perform a wide range of administrative and office support functions using sound judgment to resolve routine to moderately complex issues.
  • Prepare, review, track, and distribute correspondence, reports, forms, and other documentation.
  • Maintain organized electronic and physical filing systems.
  • Coordinate calendars, meetings, travel, and travel reimbursements.
  • Serve in assigned administrative roles, including timekeeper, procurement representative, key/core custodian, visitor escort, and organizational point of contact.
  • Enter employee time and effort reporting, as applicable.
  • Handle sensitive and authorized classified information in accordance with Laboratory requirements.
  • Provide guidance on administrative processes, maintain required records, and ensure compliance with Laboratory and regulatory requirements.
  • Promote a respectful, inclusive, and collaborative workplace free from discrimination and harassment.

What You Need

Minimum Job Requirements:

Administrative Support:
  • Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed.
  • Excellent oral, written, and verbal interpersonal skills.
  • 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.

Business Systems:
  • Computer proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), (Sharepoint, MS Teams, Adobe Acrobat etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, Concur, etc.).
  • Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations as needed.

Organization and Time Management:
  • Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment.
  • An excellent record of integrity, dependability, availability, attendance, and punctuality is essential.
  • 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.

Communications:
  • The ability to interface effectively with people throughout the organization hierarchy and partnership with internal support organizations.
  • Demonstrated ability to generate a variety of internal and external correspondence, reports, and forms, with limited supervision and general instruction.
  • Demonstrated ability to foster a cohesive team environment and share, teach, and learn from other team members is also required.

Required:
  • Ability to obtain DOE Q Clearance.

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:
  • Experience coordinating executive or management calendars and travel arrangements in a professional environment.
  • Demonstrated ability to organize tasks and prioritize initiatives in support of departmental goals and objectives.
  • Experienced in leveraging Smartsheet for record keeping, workflow routing, and survey development.

Work Schedule: PSP works 4 ten hour days starting at 6:30. Flexibility of schedule is at the discretion of management.

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 is 1 year.

Note to Applicants:

For full consideration, applicants must submit both:
  • A resume
  • A detailed cover letter addressing how their experience meets the requirements of the position

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 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.

426.2A: This position is subject to DOE Order 426.2A, Personnel Selection, Training, and Qualification Requirements for DOE Nuclear Facilities, which establishes entry-level requirements to ensure candidates selected for specific positions can successfully perform the requirements of the job.

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.

About the Company

L

Los Alamos National Laboratory