Administrative Assistant 3/4
- Req. Number: IRC143701
- Organization : ALDPI/Plutonium Infrastructure
- City, State: Los Alamos, New Mexico
What You Will Do
This position is open for external candidates only to apply.
The Associate Laboratory Directorate for Plutonium Infrastructure (ALDPI) is seeking two Administrative Assistants to provide high-level administrative support to the ALDPI management team. Reporting to the ALDPI Staff Operations Manager, these positions will support senior leadership within ALDPI project organizations.
The selected candidates will perform a wide range of administrative and office support functions. Responsibilities include, but are not limited to, tracking and distributing internal and external correspondence; maintaining electronic and hard-copy records; coordinating calendars, schedules, meeting logistics, and travel arrangements; ordering office supplies; and serving as a resource to staff on administrative policies and procedures.
This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic work environment.
This position will be filled at either the Job Title Lower/Higher level, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level.
Administrative Assistant 3 ($48,500 - $75,000)
Core administrative and office support
We are seeking a motivated, customer service-focused, and experienced individual to provide professional business and administrative support to the ALDPI and sub project organizations. The incumbent will support a wide range of general office operations and administrative activities.
Specific duties may include but are not limited to: tracking and conveying messages; managing and distributing internal and external correspondence; maintaining electronic and hardcopy filing systems; coordinating calendars, schedules, meeting logistics, and travel arrangements; ordering office supplies; and serving as a resource for staff on established administrative policies and procedures.
Key Responsibilities:
This level is more task-oriented and support-focused, with an emphasis on organization and customer service.
Administrative Assistant 4 ($59,200 - $91,600)
Higher-level, proactive administrative support
In addition to the responsibilities outlined at the lower level, the incumbent at this level is expected to be an excellent problem solver who can anticipate challenges and obstacles and address them tactfully and effectively. The role requires providing high-level administrative support to the ALD as well as ALDPI project organizations and its staff members.
While executing these responsibilities, the incumbent will consistently maintain a professional office environment, demonstrating strong attention to detail and accuracy, along with initiative, versatility, discretion, and confidentiality.
The incumbent will work closely with the ALDPI Support Staff Team to foster and sustain a collaborative team environment characterized by cooperation, adaptability, and a willingness to support others as needed. This role also serves as a key point of contact and resource for the ALDPI project organizations.
Key Responsibilities
This level is more strategic and proactive, requiring strong judgment, initiative, and problem-solving.
What You Need
Minimum Job Requirements:
Administrative Support
Demonstrated ability providing administrative support for a wide variety of generalized office-related activities. Experienced with coordinating calendars and meetings, schedules, meeting logistics, disseminating correspondences, tracking and conveying messages, answering phone calls and emails, tracking and disseminating internal and external correspondences, and serve as a resource for staff.
Organization and Time Management
Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment Demonstrated record of dependability, availability, attendance, and punctuality.
Business Systems
Ability to learn Microsoft Office Suite (particularly with Outlook, Excel, and Word) and with Oracle business systems, Microsoft Teams, SharePoint, Ariba, etc.
Communication
Demonstrated interpersonal, verbal and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.
Additional Job Requirements for Administrative Assistant 4:
In addition to the requirements outlined above, qualification at the higher level requires: highly proficient in the preparation and formatting of correspondence, reports, and/or presentations. Demonstrated experience working with sensitive information. Ability to independently interpret data and information. Demonstrated ability to organize and prioritize multiple and conflicting complex issues in a manner that fosters institutional values and customer satisfaction. Demonstrated experience in specialized functions, such as webpage development and oversight, executing high-level procurements, property management, space management, high-profile meeting scheduling/logistics, and monitoring training expiration.
Education/Experience at lower level: Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Education/Experience at higher level: Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Desired Qualifications:
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.
Work Schedule: This position may require 24/7 coverage, which could involve working a shift/weekend schedule. Employees maybe eligible for shift differential pay when assigned by their manager. Shift/weekend assignments are at the discretion of the manager.
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:
Along with a resume, a detailed cover letter addressing each of the Minimum Requirements is required at the time of application.
Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory.
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 childbirth 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.
Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer. All employment practices are based on qualification and merit, without regard to protected categories such as 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, state, and local 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 (505)-664-6947.
This position is open for external candidates only to apply.
The Associate Laboratory Directorate for Plutonium Infrastructure (ALDPI) is seeking two Administrative Assistants to provide high-level administrative support to the ALDPI management team. Reporting to the ALDPI Staff Operations Manager, these positions will support senior leadership within ALDPI project organizations.
The selected candidates will perform a wide range of administrative and office support functions. Responsibilities include, but are not limited to, tracking and distributing internal and external correspondence; maintaining electronic and hard-copy records; coordinating calendars, schedules, meeting logistics, and travel arrangements; ordering office supplies; and serving as a resource to staff on administrative policies and procedures.
This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic work environment.
This position will be filled at either the Job Title Lower/Higher level, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level.
Administrative Assistant 3 ($48,500 - $75,000)
Core administrative and office support
We are seeking a motivated, customer service-focused, and experienced individual to provide professional business and administrative support to the ALDPI and sub project organizations. The incumbent will support a wide range of general office operations and administrative activities.
Specific duties may include but are not limited to: tracking and conveying messages; managing and distributing internal and external correspondence; maintaining electronic and hardcopy filing systems; coordinating calendars, schedules, meeting logistics, and travel arrangements; ordering office supplies; and serving as a resource for staff on established administrative policies and procedures.
Key Responsibilities:
- Manage communications (messages, correspondence)
- Maintain files (electronic + physical)
- Coordinate calendars, meetings, and travel
- Order office supplies
- Support general office operations
- Serve as a resource on policies and procedures
This level is more task-oriented and support-focused, with an emphasis on organization and customer service.
Administrative Assistant 4 ($59,200 - $91,600)
Higher-level, proactive administrative support
In addition to the responsibilities outlined at the lower level, the incumbent at this level is expected to be an excellent problem solver who can anticipate challenges and obstacles and address them tactfully and effectively. The role requires providing high-level administrative support to the ALD as well as ALDPI project organizations and its staff members.
While executing these responsibilities, the incumbent will consistently maintain a professional office environment, demonstrating strong attention to detail and accuracy, along with initiative, versatility, discretion, and confidentiality.
The incumbent will work closely with the ALDPI Support Staff Team to foster and sustain a collaborative team environment characterized by cooperation, adaptability, and a willingness to support others as needed. This role also serves as a key point of contact and resource for the ALDPI project organizations.
Key Responsibilities
- Anticipate and solve problems independently
- Support division and group-level management
- Handle sensitive matters with tact and confidentiality
- Maintain a highly professional office environment
- Work closely with the Business Operations Team
- Act as a key point of contact for the division
- Contribute to team coordination and collaboration
This level is more strategic and proactive, requiring strong judgment, initiative, and problem-solving.
What You Need
Minimum Job Requirements:
Administrative Support
Demonstrated ability providing administrative support for a wide variety of generalized office-related activities. Experienced with coordinating calendars and meetings, schedules, meeting logistics, disseminating correspondences, tracking and conveying messages, answering phone calls and emails, tracking and disseminating internal and external correspondences, and serve as a resource for staff.
Organization and Time Management
Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment Demonstrated record of dependability, availability, attendance, and punctuality.
Business Systems
Ability to learn Microsoft Office Suite (particularly with Outlook, Excel, and Word) and with Oracle business systems, Microsoft Teams, SharePoint, Ariba, etc.
Communication
Demonstrated interpersonal, verbal and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.
Additional Job Requirements for Administrative Assistant 4:
In addition to the requirements outlined above, qualification at the higher level requires: highly proficient in the preparation and formatting of correspondence, reports, and/or presentations. Demonstrated experience working with sensitive information. Ability to independently interpret data and information. Demonstrated ability to organize and prioritize multiple and conflicting complex issues in a manner that fosters institutional values and customer satisfaction. Demonstrated experience in specialized functions, such as webpage development and oversight, executing high-level procurements, property management, space management, high-profile meeting scheduling/logistics, and monitoring training expiration.
Education/Experience at lower level: Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Education/Experience at higher level: Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Desired Qualifications:
- Fundamental knowledge of LANL administrative support operations
- Experience working with Visitor and Guest agreements and subcontracts.
- Active 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.
Work Schedule: This position may require 24/7 coverage, which could involve working a shift/weekend schedule. Employees maybe eligible for shift differential pay when assigned by their manager. Shift/weekend assignments are at the discretion of the manager.
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:
Along with a resume, a detailed cover letter addressing each of the Minimum Requirements is required at the time of application.
Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory.
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 childbirth 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.
Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer. All employment practices are based on qualification and merit, without regard to protected categories such as 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, state, and local 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 (505)-664-6947.
