Los Alamos National Laboratory Group Office Administrator (Administrative Assistant 3) in Los Alamos, New Mexico

What You Will Do_

The Pit Technologies (PT) Division, Actinide Material Processing and Power (AMPP) Division, and the Nuclear Process Infrastructure (NPI) Division are seeking enthusiastic, motivated, results-oriented office administrators to support one of the groups within the division. The administrative assistant will provide administrative support for a wide variety of generalized office-related activities, and will be responsible for providing information regarding administrative policies and procedures. The incumbent will provide administrative support to the management and staff of 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, but are not limited to:

  • Performs a wide range of administrative and office-related functions and activities requiring judgment in resolving issues and making recommendations.

  • Generates a variety of internal and external correspondence, reports, and forms, typically requiring limited supervision and general instruction.

  • Reviews, prioritizes, tracks, and distributes incoming and outgoing messages and actions, including electronic and hardcopy mail.

  • Maintains electronic and hardcopy files in established or self-developed systems.

  • Provides calendar management to the management team, and may be asked to back up the division office.

  • Coordinates logistics, scheduling, and announcement of meetings, all hands presentations, and other events (i.e. group picnics, retirement parties, holiday potlucks, etc.).

  • Coordinates travel arrangements and reimbursements for the group.

  • Handles time and labor reporting for assigned employees and backs up the division office timekeeper.

  • Responsible for security compliance, including handling sensitive information and/or classified matter.

What You Need

Minimum Job Requirements:

  • Advanced knowledge and experience conducting general office management duties in a busy, fast-paced office environment.

  • Experience working independently and in a team environment, including interacting with all levels of internal and external customers.

  • 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, employee gatherings, 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.

  • Advanced Knowledge of computer software applications (Word, Excel, Outlook, PowerPoint, etc.).

Desired Skills:

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

  • Active Q Clearance.

Education Required: Position typically requires two-to-four years of related experience, or an equivalent combination of education and experience. Associates degree in Office Administration highly desirable.

Notes to Applicants: For full consideration, applicants must submit a comprehensive cover letter that addresses the key requirements of the position.

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_

Pit Technologies Division (PT-DO) of Los Alamos National Laboratory provides plutonium pit related products and services of superior quality and value to protect our nation and promote world stability. PT Division is a responsive and agile production agency ensuring execution of Pit Manufacturing, Surveillance, and National Security Missions. Pit Technologies consists of three groups: Metal Production, Plutonium Machining, and Assembly.

Actinide Material Processing and Power Division (AMPP-DO) is at the forefront of the nuclear defense & support program needs. AMPP’s primary mission is to support National Security and National Science Missions to ensure Los Alamos National Laboratory successfully executes Actinide Operations for the Associate Level Directorate for Weapons Production. AMPP supports: Space Programs for NASA, Defense programs, Advanced Recovery and Integrated Extraction System (ARIES) for Nuclear non-proliferation, Materials Recovery & Recycle (MR&R;) and Aqueous processing to enable PF-4 missions, and Americium production for the Office of Science to support Well Logging within the United States.

Nuclear Process Infrastructure (NPI) Division provides the necessary business process and support functions to ensure Los Alamos National Laboratory, through the Associate Laboratory Directorate for Weapons Production (ALDWP), successfully executes its mission assignments involving nuclear and explosive materials, science, technology, and weapons components at TA-55.

Maximum Salary: 63600

Minimum Salary: 41300

Location: Los Alamos, NM, US

Contact Name: Gasca, Alicia M

Organization Name: ALDWP/Associate Laboratory Director for Weapons Production

Email: agasca@lanl.gov

Job Title: Group Office Administrator (Administrative Assistant 3)

Appointment Type: Regular

Req ID: IRC69505