What You Will Do
This position will be filled at either the Administrative Assistant 3 or 4 level, depending on the skills of the selected candidate. Additional experience is expected, and more complex job responsibilities will be assigned if the candidate is qualified and hired at the higher level.
The Plutonium Infrastructure Engineering Division (PIE-DO) is seeking highly motivated, energetic, customer- focused and experienced administrators to provide support to multiple managers and staff in a technical organization. This position will report to an assigned group leader within the division and work in a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed.
You must be an excellent problem-solver, able to anticipate challenges and obstacles and tactfully resolve them while providing professional administrative support to the Division Office, group level management, staff, students and visitors. While executing your responsibilities, you will maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, confidentiality and flexibility. The successful candidate will have a customer-focused approach to administrative responsibilities and will work cooperatively with staff and peers in a diverse office environment.
Job responsibilities for this position include, but are not limited to:
Execute complex administrative and office-related functions and activities requiring sound judgement, initiative, and independent action;
Maintain independent action and professional discretion;
Utilize a high degree of initiative.
Generate a variety of internal and external professional correspondence;
Professionally receive, review, prioritize, track and distribute incoming and outgoing messages and actions, including electronic and hardcopy mail, utilizing established or self-developed databases and/or systems and follow-up as appropriate;
Coordinate multiple calendars and complex schedules;
Coordinate meeting/conference scheduling and announcement logistics including badging and clearance transfers as appropriate with internal and external attendees;
Coordinate domestic and foreign travel arrangements and reimbursements;
Enter time and effort reporting for assigned division staff as necessary; and
Handle program and/or personnel sensitive information and/or classified matter.
Compiles and organizes and may research and develop briefing and meeting documentation.
May assist in research, analysis, and implementation of business initiatives in support of management objectives.
Administrative Assistant 3 ($48,500 - $75,000)
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 procurement; timekeeping; visitor/student/new hire support; completion of forms, data entry and tracking; electronic records management; meeting scheduling/logistics; calendar management for managers and conference rooms; domestic travel arrangements/reimbursements; and researching policies and procedures to complete routine and non-routine requests.
Administrative Assistant 4 ($59,200 - $91,600)
In addition to the responsibilities at the lower level, an Administrative Assistant 4 level candidate will broadly apply their administrative experience and operations knowledge and best practices across our complex organization. The candidate will be expected to perform (and at times, anticipate) a wide variety of administrative functions exercising independent judgment within their area of responsibility. This person will lead administrative processes and be a resource on LANL administrative policy for staff within the group. At the AA-4 level, incumbent will serve as a mentor to junior administrators and students, including assigning tasks and providing oversight of the work of others.
What You Need
Minimum Job Requirements:
Administrative Support:
Demonstrated proficiency providing a wide variety of administrative support in a large office environment with proven success of adaptability, flexibility, cooperation and willingness to provide support wherever needed for multiple managers and groups.
Demonstrated experience in procurement; visitor and new hire processing/support; accurate completion of forms, data entry and tracking; time keeping; electronic records management; meeting scheduling/logistics; calendar management for managers and conference rooms; domestic travel/reimbursements; and researching policies and procedures to complete routine and non-routine requests.
Demonstrated ability completing action items and tracking them to closure. Ability to learn, understand, and follow institutional policies and procedures.
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.
Demonstrated record of dependability, availability, attendance, and punctuality.
Business Systems:
Intermediate-level knowledge and experience with a majority of the Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, and/or Teams), WebEx or other video conferencing tools, Adobe Acrobat, Oracle business systems, Ariba, and Concur.
Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations.
Experience with procurement systems, including willingness to hold a corporate purchase card.
Communication:
Excellent interpersonal, verbal and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations.
Proven grammatical proficiency, formatting, and editing capabilities.
Personal Leadership
Demonstrated ability to calmly manage interruptions and changing priorities; complete assignments with or without established procedures; and be available and dependable.
Experience utilizing tact, diplomacy and discretion in dealing with sensitive and confidential information.
Additional Job Requirements for Administrative Assistant 4
In addition to requirements outlined at the lower level, qualification at the higher level requires:
Administrative Support:
Extensive experience with and broad knowledge of administrative operations and best practices across a complex organization.
Experience leading administrative processes.
Experience solving problems, developing and implementing solutions, and innovating business practices to ensure customer satisfaction at all levels.
Organization and Time Management:
Proven attention to detail and the ability to use diverse sets of information to make decisions and provide appropriate levels of support with minimal to no direction
Business Systems:
Expert-level knowledge and experience with the Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, and Teams), WebEx or other video conferencing tools, Adobe Acrobat, Oracle business systems, Ariba, and Concur.
Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations as well as editing the work of others, including managers.
Communication:
Proven ability to build effective working relationships and a strong, broad network across organizations beyond one's immediate group.
Leadership:
Proven history of partnering with peers to accomplish cross-organizational projects.
Experience mentoring and training junior administrators, including assigning tasks and providing oversight of the work of others.
Education/Experience for Administrative Assistant 3 level:
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.
Education/Experience for Administrative Assistant 4 level:
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:
Business Systems:
Experience with modern audio/visual equipment.
Experience maintaining and managing shared workspace/pods.
Experience supporting visitors and/or staff from an international research community.
Experience using MS Teams in a medium to large organization.
Experience serving as a designated procurement representative at LANL.
In-depth understanding of the Laboratory structure, especially support operations organizations. Proficiency in Laboratory-wide business systems.
Clearance:
Active DOE 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:
Along with a resume, a detailed cover letter addressing each of the Minimum Requirements is required at the time of application.
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 (paid sick, vacation, 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.
No Clearance: Position does not require a security clearance. Selected candidates will be subject to drug testing and other pre-employment background checks.
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 P701 (https://int.lanl.gov/policy/documents/P701.pdf) 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.
