What You Will Do
This position will be filled at the Administrative Assistant 3 and 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.
Administrative Assistant 3 ($49,600-$76,700)
Utilities & Infrastructure (UI) is seeking an enthusiastic, responsible early-career professional with strong communication skills to support the Facilities Operations Directorate (FOD).
The Utilities & Infrastructure Facilities Operations Directorate is responsible for the operation and maintenance of the Laboratory's utility systems, including electric, gas, sewer, steam, and water. In addition, UI manages and maintains all site open spaces, including roads and grounds, as well as the Laboratory's transportation programs.
The selected candidate will serve as an Administrative Assistant within the Utilities & Infrastructure Division, providing high-level support in a fast-paced office environment. Key responsibilities will include, but are not limited to, the following administrative duties:
Ensure timely progress toward deliverables while allowing time for planning and reflection.
Maintain a professional office atmosphere and assume responsibility with minimal supervision, demonstrating initiative, versatility, accuracy, tact, and discretion in sensitive matters.
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.
Compose, prepare, and edit routine and non-routine correspondence; review and prioritize incoming correspondence and make decisions regarding appropriate distribution.
Plan and coordinate logistics for meetings, including preparation of materials.
Issue visitor badges
Act as General Services Administration Vehicle custodian
Serve as a Designated Procurement Representative and maintain related records and documents
Performs a wide range of administrative and office-related functions and activities requiring judgment in resolving issues or in making recommendations.
Administrative Assistant 4 ($60,500-$93,600)
In addition to what was outlined at the lower level, the selected candidate will support the Facility Operations Division Leader, other Group offices and interact and collaborate with other support staff within the Division. The candidate will schedule, plan and coordinate visits and meetings; interact with all levels of personnel; prioritize workload and produce high quality work; exhibit excellent communication skills; purchase equipment and other materials; act as a back-up for lower-level administrative staff as needed; and exhibit a can-do attitude regarding all of the office administrative duties.
Utilize LANL applications for typical administrative functions (Oracle time & Labor, Concur for foreign and domestic travel, Foreign Travel system, Outlook calendar management, UTrain, submitting FSRs, etc.).
Effectively support the UI Division leader and groups in a manner that is customer-focused and positive, teaming with other support staff in the groups, division, and external to our organization.
Maintain a professional demeanor as well as office environment; demonstrate initiative and willingness to help when needed; serve as a point of contact for employees.
Effectively manage commitments for timely deliverables.
Take initiative to research answers to questions when they arise and resolve problems in a complex work environment where information is most sensitive.
Serve as a resource to staff regarding established administrative policies and procedures.
Serve as administrative support for administering keys/cores/locks.
Serve as administrative support for managing the division's vehicles.
Effectively manage multiple calendars and coordinate meetings with multiple managers, group leaders, and other administrators.
Work under pressure of multiple deadlines, frequent interruptions, and changing priorities.
Demonstrate record of dependability and reliability as proven through good attendance and quality of work.
What You Need
Minimum Job Requirements:
Knowledge of and experience with the provision of administrative services and activities, including general office management.
Knowledge of and experience with office-interfacing software packages (i.e.. Microsoft, Outlook, Excel)
Extensive experience organizing, prioritizing, managing and following through to completion, multiple assigned tasks in a demanding work environment
Proficient in the preparation and formatting of correspondence, reports, and/or presentations.
Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
Calendar management experience
Excellent customer service skills.
Additional Job Requirements for Administrative Assistant 4:
In addition to the requirements outlined above, qualification at the higher level requires:
Expert-level knowledge of and experience with the provision of administrative services and activities, including general office management.
Expert-level knowledge of and experience with computer software applications (Word, Excel, PowerPoint, Outlook, etc.).
Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations.
Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
Ability to effectively work in a team environment and interact with all levels of internal and external personnel, including the ability to network.
Successfully demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities
Demonstrated experience researching, analyzing, and resolving problems and issues both independently and as a team member.
Ability to work with sensitive information and/or classified matter.
Education/Experience at 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.
Education/Experience at Administrative Assistant 4: Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Desired Qualifications:
Knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
Experience in the use of Lab-wide systems including Oracle, Time and Labor, CMS, Concur, WebEx, and iExpenses.
Designated Procurement Representative (DPR) experience.
Note to Applicants: In addition to a resume, please provide a detailed cover letter addressing how you meet both the required and desired skills listed for this 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.
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.
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 (https://www.directives.doe.gov/directives-documents/400-series/0472.2-BOrder-chg2-pgchg/@@images/file) . 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.
*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.
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.
Term position: Regular-status Laboratory employees applying for term-status positions may retain regular status with approval of the cognizant Principle Associate Director.
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://policy.lanl.gov/apex/special/policy/documents/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.
