Los Alamos National Laboratory Administrative Assistant 3 in Los Alamos, New Mexico
What You Will Do
Join our world-class team! Now is your chance to make a difference in supporting our national security mission. The X-Theoretical Design Division Office is seeking a motivated, customer-focused and reliable administrative assistant to provide high-level administrative support in a classified work environment. The successful candidate will serve as an administrative assistant for a group office within the Division and will report directly to the Division’s Staff Operations Manager.
The administrative assistant will provide administrative support to the management and staﬀ of a complex technical organization, while maintaining an oﬃce environment of utmost professionalism, confidentiality, and discretion. Assignments may be moderately diﬃcult, complex in nature, and require judgment in resolving issues or making recommendations while working under limited supervision. Being an eﬀective, supportive, trustworthy, and customer‐focused member of the XTD Division Oﬃce team requires close cooperation and communication, adaptability, taking initiative in completing tasks, and being willing to provide support wherever is needed.
Duties include, but are not limited to:
Perform classic administrative duties such as time & labor, foreign and domestic travel, calendar management, foreign visit requests, UTRAIN input, facility service requests, answering phones, filing, records management and serving as the Designated Procurement Representative (DPR) to handle and process procurement requests.
Provide calendar management for the Group Leader and Deputy Group Leader by coordinating calendars and schedules with appropriate contacts.
Coordinate logistics, scheduling, and announcements of meetings.
Maintain a professional oﬃce atmosphere and demonstrate initiative, versatility, accuracy, tact, and professional discretion when dealing with sensitive matters.
Assist in administering security policies and procedures which will include the management of classified papers, vault type rooms, classified document storage, classified shredders, classified document and media destruction, clearance processing, clearance transfer requests, classified visitor escorting and visits, classified conference room procedures, and classified computing requests/resource requests.
Serve as point of contact and liaison with group members, outside organizations, senior management oﬃces, and personnel regarding issues and policies related to XTD Division.
Eﬀectively manage commitments for the Group Leader, Deputy Group Leader, and Staff Operations Manager to assure timely progress toward deliverables.
What You Need
Minimum Job Requirements:
Advanced knowledge and experience providing administrative support in a busy office setting.
Demonstrated experience in general office management.
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.
Demonstrated experience working effectively and calmly under pressure of deadlines, interruptions and changing priorities, taking initiative and assuming responsibility to organize, prioritize and follow multiple tasks to completion.
Proven success working independently and in a team environment, including interacting with all levels of internal and external personnel.
Demonstrated experience successfully working with sensitive information and/or classified matter.
Demonstrated record of dependability, reliability, attendance and punctuality.
- Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy and attention to detail.
- Knowledge of and proficient with computer software applications, such as Word, Excel, Outlook, PowerPoint, Adobe, etc.
Position requires a minimum of 2-4 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.
Working Knowledge of Lab-wide administrative systems (e.g., Oracle Time and Labor, Concur, iProcurement, AccessIT, etc.).
Designated Procurement Representative (DPR) experience.
Classified Matter Custodian; experience working with classified matter.
Active DOE Q clearance.
Note to Applicants:
Along with a resume, applicants are required to submit a detailed cover letter addressing how they meet the required skills for this position, and if applicable address the desired skills.
Applicants must have the ability to obtain a Q clearance, which typically requires US Citizenship.
Location: This position will be physically located in Los Alamos, NM.
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 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)
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). 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. SeeDOE Order 472.2for 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: 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 PolicyPolicy P701for applicant eligibility requirements.
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 regard 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 email@example.com or call 1-505-665-4444 option 1.
Vacancy Name: IRC85174
Organization Name XTD-DO/X Theoretical Design
Minimum Salary 44000
Maximum Salary 67800
Req ID: IRC85174
Category: Administrative Support