Los Alamos National Laboratory Administrative Assistant 3 in Las Vegas, Nevada

What You Will Do_

The Administrative Assistant will provide administrative support for a variety of office-related activities for the Joint Laboratory Office Nevada (JLON) within J Division. This position is located in Mercury, Nevada and requires a 4-day, 10-hour work schedule. The successful candidate will report directly to the JLON Manager. The Administrative Assistant will provide administrative support to multiple Laboratory organizations that perform work at the Nevada National Security Site, an active, complex technical organization, while maintaining an office environment of utmost professionalism, confidentiality, and discretion. Assignments may be moderately difficult and complex in nature and require judgment in resolving issues or making recommendations while working under limited supervision. Duties include Time and Effort entry, Domestic and Foreign Travel requests, reservations, and reimbursements, purchasing tasks via LANL procurement systems, and calendar management. Specific duties of the position include but are not limited to the following:

  • Generate a variety of internal and external correspondence requiring little re-work;

  • Coordinate calendars and schedules;

  • Coordinate meeting logistics including submitting notifications and arranging badging or transferring clearances for internal and external attendees;

  • Assist Laboratory workers and visitors with interfacing to NNSS Management & Operating Contractor systems and processes

  • Support the development and approval of Work Control Documents and operating permits

  • Assist with developing experimental plans, procedures, and documents

  • Maintain compliance with all security policies, including handling sensitive information and/or classified matter;

  • Act as the Designated Procurement Representative (DPR) to handle and process Purchase Requests, Blanket Order Agreements (BOAs), and Purchase Card Orders and maintain related records and documents.

  • Coordinate domestic and foreign travel arrangements and reimbursements.

  • Review, prioritize, track, and distribute incoming and outgoing messages and actions, including electronic and hardcopy mail and faxes, using established or self-developed databases and/or systems.

  • Assisting Laboratory workers and travelers with access to facilities and interface to the NNSS Management & Operating contractor organization.

  • Work cooperatively with all levels of management and staff.

This position will be located at the NNSS and requires living in the Las Vegas, Nevada area.

What You Need

Minimum Job Requirements:

  • Advanced knowledge of and experience with the provision of administrative services and activities, including general office management, while working calmly in a busy, fast-paced, and dynamic open office environment.

  • Experience working independently and in a team environment, including interacting with all levels of internal and external personnel demonstrating the ability to network.

  • Established experience in serving as a resource to interpret, practice and communicate information regarding organizational policies and procedures.

  • Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.

  • Experience managing electronic calendars and the ability to coordinate and arrange meetings, high-level visits, tours, conferences and/or travel.

  • Proficient in the preparation and formatting of correspondence, reports, and/or presentations.

  • Excellent oral, written, and interpersonal skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.

  • Demonstrated experience working in a confidential and discrete manner on matters requiring excellent judgment.

  • Proven competence in the use of business systems including MS Office Suite (Word, Excel, and PowerPoint), Concur, Oracle, Outlook, and/or SharePoint.

  • Demonstrated record of dependability and reliability. Ability to work a 4 day per week, 10 hour per day work week.

Desired Skills:

  • Working knowledge of Lab-wide administrative systems (e.g., Oracle Time and Labor, Concur, PDMLink or SharePoint, iProcurement, Data Warehouse) and computer software applications (e.g., Word, Excel, Outlook, PowerPoint,).

  • Designated Procurement Representative (DPR) experience.

  • Experience working in a secure environment with sensitive information and/or classified matter.

  • Active “Q” Clearance

  • Education Required: Position typically requires two-to-four years of related experience, or an equivalent combination of education and experience. At this level, additional training, certification, and/or education may be desirable.

Education Required: Position typically requires two-to-four years of related experience, or an equivalent combination of education and experience. At this level, additional training, certification, and/or education may be desirable.

Essential Job Functions (can perform with or without reasonable accommodation):Walking, climbing stairs. Lifting up to 20 lbs.

Work Environment:This position will be located at the NNSS and requires living in the Las Vegas, Nevada area.

Notes to Applicants:Please submit a cover letter addressing required and desired skills and a resume.

Additional Details:

Clearance: Q(Position will be cleared to this level). Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements* for access to classified matter.

*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.

Regular position:Term status Laboratory employees applying for regular-status positions are converted to regular status.

Internal Applicants:Please refer to Laboratory policy P701 for applicant eligibility.

Equal Opportunity:Los Alamos National Laboratory is an equal opportunity employer and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regards to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation or preference, 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 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 1-505-665-4444 option 1.

Where You Will Work_

This position will be located at the NNSS and requires living in the Las Vegas, Nevada area.

Located in northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security. LANL enhances national security by ensuring the safety and reliability of the U.S. nuclear stockpile, developing technologies to reduce threats from weapons of mass destruction, and solving problems related to energy, environment, infrastructure, health, and global security concerns.

Under the LANL Weapons Engineering and Experiments organizations, the LANL Integrated Weapons Experiments (J) Division addresses national security challenges by executing mission-driven, large-scale, integrated experiments, emphasizing sub-critical experiments, hydrodynamic tests, focused experiments, and tests of engineered systems. The Division develops the workforce, facilities, technologies, and systems necessary to generate, analyze, and disseminate unique, high-quality data with integrity and scientific excellence. J Division utilizes professional engineering management, and Formality of Operations and Conduct of Engineering processes, to effectively integrate high-fidelity test objects, multiple diagnostic technologies, sophisticated experiment design, and multi-disciplinary teams assembled across organizational boundaries. The Division executes its responsibilities in a sustainable, safe, secure, reliable, and environmentally responsible manner. J Division operates the Dual-Axis Radiographic Hydrodynamic Test (DARHT) facility, and also operates or utilizes other LANL firing sites and facilities. The Division collaborates to execute sub-critical and other integrated experiments at the Nevada National Security Site (NNSS) and NNSA, DOE, and partner organization facilities as needed.

Within J Division, JLON is the NNSS organization responsible for preparation, fielding, and execution of dynamic high explosive related experiments including sub-critical dynamic experiments involving special nuclear material for the LANL Weapons program as well as other national security customers. JLON is also responsible for much of the planning and infrastructure required for a given experiment or series of experiments which may include setup and testing of diagnostics for data collection and analysis, and safety, and security aspects of the work. JLON is responsible for integrating with other NNSS organizations and experimenters traveling from the Laboratory location in Los Alamos New Mexico and reports to the J Division Leader under the Associate Director for Weapon Engineering & Experiments.

Maximum Salary: 63600

Minimum Salary: 41300

Location: Las Vegas, NV, US

Contact Name: Johnson, Dana Elizabeth

Organization Name: JLON/Joint Laboratory Office Nevada

Email: danaj@lanl.gov

Job Title: Administrative Assistant 3

Appointment Type: Regular

Req ID: IRC69344