Administrative Assistant 2

What You Will Do

The Plutonium Infrastructure Field Engineering Group (PIE-4) is seeking an enthusiastic, motivated, results-oriented Administrative Assistant 2. You will join a diverse and goal-oriented group of peers dedicated to the group's primary mission of supporting the modernization of outdated infrastructures and capabilities. This individual will provide support for a wide variety of administrative tasks through timely actions and communication. The candidate must be able to work independently, be customer oriented, establish priorities for deadlines, coordinate schedules, build and maintain organized systems, and handle sensitive matters with tact and discretion. Above all, the candidate must have a positive attitude and a willingness to learn.

The selected candidate will be the primary interface for the Group. They will be expected to uphold high standards of administrative professionalism, customer service, attention to detail and accuracy, confidentiality, discretion, and independent judgement. They must be an excellent problem-solver and be able to anticipate challenges and obstacles and tactfully resolve them. Being a member of the Administrative Team requires close cooperation and assuming responsibility and accountability for deadlines and commitments and demonstrating flexibility and teamwork when conflict arises.


What You Need

Minimum Job Requirements:

Administrative Support

  • Basic knowledge of and experience in providing administrative services and activities, including general office management and basic problem solving.
  • Basic skills in the preparation and formatting of correspondence, reports, and/or presentations.
  • Perform common administrative and office-related functions and activities.
  • With direction, coordinate calendars and schedules, and conference room requests.

Organization and Time Management

  • Assist in the preparation of meeting materials requiring close supervision and detailed instruction.
  • Ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
  • Track a variety of internal and external correspondence, reports, and forms.
  • With direction, coordinate logistics, scheduling, and announcement of meetings.

Business Systems

  • Basic knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
  • Knowledge of and experience with office-interfacing software packages, including teleconferencing software and the Microsoft Office suite (Teams, Word, Excel, PowerPoint, Outlook), as well as WebEx.
  • Develop knowledge of and follow all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures under supervision.
  • With direction, review, prioritize, track, distribute, and maintain incoming and outgoing messages and actions, utilizing established databases and/or systems.

Communication

  • Demonstrated oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
  • Demonstrated customer service skills; will serve as initial point of contact for the group and visitors.
  • Ability to network effectively with other administrators and key contacts, both internal and external to the organization. Effective phone management and a professional demeanor.

Personal Leadership

  • Ability to effectively work in a team environment and interact with all levels of personnel and people from various backgrounds and cultures.
  • May handle sensitive information and/or classified matter.
  • May serve as an escort to visitors and uncleared and/or L-cleared personnel.

Education/Experience: Position requires a High School Diploma and 2 years related experience; or an equivalent combination of education and experience directly related to the occupation.

Desired Qualifications:

  • Basic knowledge and experience with Laboratory business systems (Oracle, FVTS, Concur, SharePoint).
  • Designated Procurement Representative (DPR experience).
  • Experience developing visual data representation, e.g., simple graphics, flow charts, and figures.
  • DOE Q clearance - Actively hold a 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: Applicants must submit a detailed cover letter to be considered for the position.

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 (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. 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 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.

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 Policy Policy P701 for 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, 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 1-505-664-6947 option 2 and then option 3.