Los Alamos National Laboratory Administrative Assistant (Administrative Assistant 4) in Los Alamos, New Mexico
What You Will Do
A-1 Group Office is seeking an energetic, highly proficient Administrative Assistant to provide support to the Group managers and staff and serve as the first point of contact for visitors, officials, and upper management. The successful candidate will have a customer-focused approach to administrative responsibilities and work cooperatively with staff in a dynamic office environment while maintaining a positive attitude and professional work atmosphere.
This position will provide administrative support for a wide variety of office-related activities including but not limited to:
Keeping the Group management and staff abreast of non-technical, administrative matters (e.g., travel, procurement, OTL, space issues, conference rooms, policies and procedures etc.).
Providing oversight of the administrative functions and management of the office.
Managing incoming and outgoing correspondence/documents.
Preparing, composing, and editing documents.
Managing calendars for the Group management, including related decision-making and prioritization.
Prioritizing and tracking tasks.
Creating and maintaining spreadsheets and database files.
Serving as the Group Office primary timekeeper, Designated Procurement Representative (DPR), key custodian, and classified matter custodian.
Assisting with purchasing and purchase requests from the group/division.
Carrying out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with in confidence and sensitive information/matters.
Ensuring the office atmosphere is conducive to open communications and interactions.
Onboarding visitors including preparing documentation, access control, scheduling escorts, etc.
Onboarding students including preparing documentation and welcome packets and ensuring that work spaces are outfitted properly.
What You Need
Minimum Job Requirements:
Extensive experience and proven excellence in professional administrative assistance or office management.
Demonstrated extensive experience researching, analyzing, and resolving problems and issues both independently and as a team member.
Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities and deadlines while maintaining excellent quality in daily operational work.
Demonstrated experience with purchasing and invoicing.
Demonstrated excellence in interacting effectively with management, peers, and customers (internal/external).
Demonstrated experience utilizing tact, diplomacy, and discretion in dealing with in confidence and sensitive information/matters.
Demonstrated competency independently composing and editing correspondence.
A track record of demonstrating initiative and collaboration
Excellent oral, written, and interpersonal communication skills.
Excellent computer skills in MS Office Suite (Word, Excel, PowerPoint) and calendaring systems.
Ability to obtain a Q clearance and SCI – which typically requires US citizenship.
Thorough knowledge and in-depth understanding of Laboratory organizational structure, operations, policies and administrative systems.
Demonstrated experience with processes and systems for hosting external visitors, including foreign national visitors from sensitive countries.
Demonstrated experience with domestic and foreign travel reservations and reimbursement processes.
Demonstrated Designated Procurement Representative and P-card experience.
Experience with SharePoint and Labwide systems (OTL, DIVA, Concur, iProcurement).
Experience handling classified documents.
Demonstrated competency in the management of keys and cores.
The desire to learn, grow, and take on increasing responsibility.
Active Q clearance.
Education: This position requires five or more years of related experience, or an equivalent combination of education and experience.
Clearance: Q/SCI (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 firstname.lastname@example.org or call 1-505-665-4444 option 1.
Where You Will Work
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.
The Information Systems and Modeling Group (A-1)addresses national security challenges through the development and deployment of cutting edge data analytics, complex modeling, optimization methods, and decision tools for tracking proliferation
Contact Name Thalacker, Lindsay K.
Vacancy Name: IRC78794
Organization Name A-1 / Informatin Systems & Modeling
Minimum Salary 51100
Maximum Salary 79100
Req ID: IRC78794
Category: Administrative Support