Job TitleAdministrative Assistant 3LocationLos Alamos, NM, USOrganization NameProduction Assurance Division Office (PA-DO)Minimum Salary49600Maximum Salary76700
What Will the Employee Do
The Production Assurance Division is seeking a highly motivated, energetic, customer-focused and experienced administrator to provide support to multiple managers and staff. This position will report to the Staff Operations Manager and will support assigned managers. PA groups are located at multiple technical sites across LANL; therefore, this position requires supporting staff across different geographical areas and coordinating activities among diverse teams.
Duties may include, but are not limited to:
Managing complex calendars, scheduling meetings, coordinating conference rooms, and arranging meeting logistics for managers and staff.
Coordinating domestic and foreign travel arrangements, preparing travel authorizations and expense reports, and assisting staff with travel-related processes and questions.
Providing exceptional customer service as a primary point of contact for visitors, staff, and external customers while maintaining professionalism and responsiveness.
Answering and directing phone calls with professionalism, discretion, and strong phone etiquette while ensuring timely follow-up and accurate message handling.
Supporting Division and Group office administrative requests and activities.
Maintaining electronic and hardcopy files, records, mailing lists, rosters, and organizational charts.
Logging, tracking, and distributing signature items and other sensitive documentation.
Performing timekeeper responsibilities and assisting with administrative reporting requirements.
Managing office supplies, equipment requests, and procurement-related activities.
Serving as a resource for staff regarding established administrative policies, procedures, and business systems.
Minimum Requirements:
Administration: Advanced knowledge and experience performing administrative and office management duties in a busy, fast-paced office environment while maintaining confidentiality, professionalism, and discretion.
Calendar and Travel Coordination: Demonstrated experience coordinating complex schedules, arranging meetings, managing calendars, and processing travel requests and related documentation with strong attention to detail.
Customer Service and Communication: Excellent customer service, oral, written, and interpersonal communication skills, including professional phone etiquette, proofreading, grammar, spelling, punctuation, and attention to detail. Demonstrated ability to interact professionally with all levels of personnel and external customers.
Organization and Time Management: Demonstrated ability to effectively organize, prioritize, and complete multiple tasks under strict deadlines, frequent interruptions, and changing priorities. Demonstrated record of dependability, availability, attendance, and punctuality.
Teamwork: Ability to work effectively in a team environment and collaborate with personnel across organizations, including networking with internal administrative professionals.
Clearance: Ability to obtain and maintain a DOE Q Security Clearance.
Education: Position requires a High School Diploma and 3 years of related experience; or an equivalent combination of education and experience directly related to the occupation.
Desired Qualifications
Advanced knowledge of computer software applications including Word, Excel, Outlook, PowerPoint, Webex, G Suite, MS Teams, and Adobe Acrobat.
Experience coordinating executive or management calendars and travel arrangements in a professional environment.
Ability to obtain DOE Q Clearance.
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:
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 (https://directives.nnsa.doe.gov/supplemental-directive/sd-0206-0002) . 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 (https://www.directives.doe.gov/directives-documents/400-series/0472.2-BOrder-chg1-pgchg) 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.
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 applicable 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 opt. 3.
