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Administrative Assistant 3

Los Alamos National Laboratory

Los Alamos, NM

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JOB DETAILS
SKILLS
Administrative Skills, Calendar Management, Chemistry, Communication Skills, Computer Skills, Customer Relations, Customer Satisfaction, Dental Insurance, Detail Oriented, Editing, Establish Priorities, High School Diploma, Information Systems/Technology IS/IT Administration, Interpersonal Skills, Laboratory, Logistics, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Office Management, Onboarding, Operations Security (OPSEC), Organizational Skills, Plan Meetings, Problem Solving Skills, Process Improvement, Purchasing/Procurement, Quality Management, Record Keeping, Reimbursement, Schedule Development, Team Lead/Manager, Time Management, Travel Planning, Tuition Fees, United States Citizen, Vision Plan, Writing Skills
LOCATION
Los Alamos, NM
POSTED
1 day ago
What You Will Do

The Chemistry Division Office (C-DO) is seeking a highly organized, reliable, and customer-focused Administrative Assistant 3 to deliver essential business and administrative support to division and group managers, administrative staff, and technical staff. The selected Administrative Assistant 3 will be a key member with a broadly defined scope of work. They will be responsible for providing administrative support with minimal supervision and the ability to shift priorities. The individual will need to exhibit strong problem-solving abilities and the capacity to anticipate potential challenges while maintaining professionalism, discretion, and sound judgement. They will occasionally be requested to professionally represent and support other groups in C Division as needed.

Key responsibilities include coordinating onboarding and offboarding activities, managing calendars/scheduling, arranging travel and reimbursements, maintaining correspondence and records, supporting procurement needs, and serving as a timekeeper. In addition to performing typical administrative duties, the successful candidate must be able to work independently with minimal supervision, effectively prioritize multiple tasks, handle personnel and sensitive matters with tact and confidentiality, and collaborate effectively with team members and other administrative professionals across the organization.
This position is fully on-site in Los Alamos, New Mexico.
What You Need

Minimum Job Requirements:


At the Administrative Assistant 3 level, the candidate will be expected to perform a wide variety of administrative functions with a high degree of initiative, requiring some independent judgment or following the direction of senior administrators. Duties include, but are not limited to:

Administrative Support:
  • Demonstrated ability for exceptional attention to detail
  • Experience and proven competence in professional administrative assistance or office management
  • Demonstrated experience researching, analyzing, and resolving problems and issues both independently and as a team member
  • Demonstrated excellence in interacting effectively with management, peers, and customers
  • Skilled in calendar management, meeting planning and logistics, visitor coordination, and timekeeping
  • Proven ability to anticipate needs, resolve problems, develop and implement effective solutions, and improve administrative processes to enhance overall efficiency and customer satisfaction
  • Proficient in the preparation and formatting of correspondence, reports, and/or presentations
  • Ability to organize and prioritize tasks while adapting to frequent interruptions
  • Ability to learn, understand, and follow institutional policies and procedures
  • Demonstrated record of dependability, availability, attendance, and punctuality

Communication:
  • Exceptional oral, written, and interpersonal communication skills
  • Demonstrated experience utilizing tact, diplomacy, and discretion in dealing with confidential and sensitive information/matters

Business Systems:
  • Excellent computer skills in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Drive, and similar tools
  • Demonstrated competency independently composing and editing correspondence, memos, and other written documents

Organization and Time Management:
  • Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with in-confidence and sensitive information/matters
  • Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities, and deadlines while maintaining excellent quality in daily operational work

Education/Experience Administrative Assistant 3: 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.

Desired Qualifications:

  • Demonstrated experience processing visits.
  • Demonstrated experience with processing travel reimbursements
  • Demonstrated experience making complex purchases using P Card or other procurement systems.
  • Experience with procurement for a large organization.
  • Competency with IT troubleshooting principles or basic IT proficiencies.
  • The desire to learn, grow, and take on increasing responsibilities.
  • Commitment to consistent on-site attendance.
  • Ability to obtain a Q clearance.

Work Environment:

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 a comprehensive cover letter that addresses the key 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.

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. 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

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Los Alamos National Laboratory