Administrative Assistant 4
- Req. Number: IRC141396
- Organization : J-2: Dynamic Structure Design & Engineering
- City, State: Los Alamos, New Mexico
- Salary: $59,200 - $91,600
What You Will Do
The Dynamic Structure Design, Engineering, and Vessel Operations Group (J-2) is looking for a motivated, customer service focused, and experienced Administrative Assistant. Reporting to the division office, the selected candidate will provide business and administrative support to the J-2 Group Office and collaborate with the division administrative support staff team.
The ideal candidate should have excellent communication, organization, and problem-solving skills. While executing responsibilities, the selected candidate will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, and confidentiality. They will work closely with the J Division Administrative Staff team in creating and maintaining a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed while serving as a point of contact and a resource for the J-Division members.
Job responsibilities include but are not limited to:
What You Need
Minimum Job Requirements:
Administrative Support
Advanced-level experience providing administrative support in a busy office environment requiring knowledge of rules and specialized functions, such as tracking action items, generating training reports, time keeping, procurement, records management, calendar management, domestic and foreign travel, onboarding new employees, visitor processing, accurate data entry and tracking, and meeting scheduling/logistics requiring considerable judgment, high degree of initiative and independent action.
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.
Teamwork
Ability to work independently and collaboratively in support of the team/mission. Willingness to provide support wherever needed in a fast-paced customer service-oriented office.
Business Systems
Expert-level knowledge and experience with Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, Word, and Teams). Ability to learn and use other business systems used for personnel records, procurement, travel, financial information, etc. Ability to independently interpret data and information to produce professional products.
Communication
Excellent 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.
Education/Experience: 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 is full-time, on-site, 5/8s or Schedule A.
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:
For full consideration, submit a comprehensive resume and a detailed cover letter explaining how you meet each of the minimum requirements and any of the desired qualifications.
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.
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. 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.
The Dynamic Structure Design, Engineering, and Vessel Operations Group (J-2) is looking for a motivated, customer service focused, and experienced Administrative Assistant. Reporting to the division office, the selected candidate will provide business and administrative support to the J-2 Group Office and collaborate with the division administrative support staff team.
The ideal candidate should have excellent communication, organization, and problem-solving skills. While executing responsibilities, the selected candidate will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, and confidentiality. They will work closely with the J Division Administrative Staff team in creating and maintaining a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed while serving as a point of contact and a resource for the J-Division members.
Job responsibilities include but are not limited to:
- Provide proficient calendar management for the J-2 Group Leader and Deputy Group Leader by independently coordinating commitments with appropriate contacts.
- Administrative tasks such as creating and maintaining spreadsheets, tracking document expiration and review dates, keeping a well-organized group office, etc.
- Coordinate domestic and foreign travel arrangements for J-2 staff, often on short notice.
- Coordinate logistics, scheduling, and announcement of complex meetings and conferences.
- Coordinate visits with internal/external participants.
- Serve as a Professional Buyer.
- Act as a resource to staff for established processes, procedures, and guidelines.
What You Need
Minimum Job Requirements:
Administrative Support
Advanced-level experience providing administrative support in a busy office environment requiring knowledge of rules and specialized functions, such as tracking action items, generating training reports, time keeping, procurement, records management, calendar management, domestic and foreign travel, onboarding new employees, visitor processing, accurate data entry and tracking, and meeting scheduling/logistics requiring considerable judgment, high degree of initiative and independent action.
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.
Teamwork
Ability to work independently and collaboratively in support of the team/mission. Willingness to provide support wherever needed in a fast-paced customer service-oriented office.
Business Systems
Expert-level knowledge and experience with Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, Word, and Teams). Ability to learn and use other business systems used for personnel records, procurement, travel, financial information, etc. Ability to independently interpret data and information to produce professional products.
Communication
Excellent 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.
Education/Experience: 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:
- Knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
- Demonstrated experience using Oracle, Ariba, Concur, or other laboratory business systems.
- Experience with foreign travel and JOWOGs.
- Experience working in Microsoft Teams, Webex, or other conferencing and telecommunication systems.
- Experience serving as a Professional Buyer.
- Active 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.
Work Schedule: This position is full-time, on-site, 5/8s or Schedule A.
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:
For full consideration, submit a comprehensive resume and a detailed cover letter explaining how you meet each of the minimum requirements and any of the desired qualifications.
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.
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. 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.
