Administrative Assistant 4
- Req. Number: IRC134620
- Organization : A-DO/Analytics, Intelligence & Technology
- City, State: Los Alamos, New Mexico
- Salary: $57,800 - $89,500
- Recruiter Name: Evans, Anissa Diane
- Recruiter Email: aevans@lanl.gov
What You Will Do
The Advanced Research in Cyber Systems Group (A-4) and the Information Systems & Modeling Group (A-1) are looking for Administrative Assistant 4s to join our team. We are seeking energetic, highly proficient Administrative Assistants 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 creating a professional work atmosphere.
This position will provide administrative support for a wide variety of office-related activities including but not limited to:
What You Need
Minimum Job Requirements:
Administrative Support
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. At this level, additional training, certification, and/or education may be desirable.
Desired Qualifications:
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.
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:
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/SCI (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 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.
The Advanced Research in Cyber Systems Group (A-4) and the Information Systems & Modeling Group (A-1) are looking for Administrative Assistant 4s to join our team. We are seeking energetic, highly proficient Administrative Assistants 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 creating a professional work atmosphere.
This position will provide administrative support for a wide variety of office-related activities including but not limited to:
- Processing and keeping the Group management and staff abreast of non-technical, administrative matters (e.g., travel, procurement, timecards, space issues, conference rooms, policies and procedures, etc.).
- Providing oversight of the administrative functions and management of the office.
- Managing calendars for the Group management, including related decision-making and prioritization.
- Prioritizing and tracking tasks to completion.
- Creating and maintaining spreadsheets and database files.
- Serving as the Group Office primary timekeeper, Designated Procurement Representative (DPR), records manager, key custodian, and classified matter custodian.
- Handling purchasing and purchase requests from the group/division.
- Assisting with travel request, booking travel, and submitting travel reimbursements.
- Ensuring the office atmosphere is conducive to open communications and interactions.
- Onboarding visitors including preparing documentation, access control, scheduling escorts, clearance transfers, etc.
- Onboarding new staff and students including preparing documentation and welcome packets and ensuring that work spaces are outfitted properly.
- Manage incoming/outgoing correspondence/documents and following processes.
- Preparing, composing, and editing documents and memos.
- Interfacing with facilities, human resources, IT support, and other offices to help solve problems in a timely manner.
What You Need
Minimum Job Requirements:
Administrative Support
- Demonstrated ability for exceptional attention to detail.
- Extensive experience and proven competence 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 excellence in interacting effectively with management, peers, and customers (internal/external).
- Ability to obtain a DOE Q Clearance.
- Excellent computer skills in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Drive, and similar tools.
- Demonstrated competency independently composing and editing correspondence, memo, and other written documents.
- Excellent oral, written, and interpersonal communication skills.
- Demonstrated experience utilizing tact, diplomacy, and discretion in dealing with in confidence and sensitive information/matters.
- A track record of demonstrating initiative and collaboration.
- Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with in-confidence and sensitive information/matters.
- Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities, and deadlines while maintaining excellent quality in daily operational work
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. At this level, additional training, certification, and/or education may be desirable.
Desired Qualifications:
- 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.
- Demonstrated experience with domestic and foreign travel reservations and reimbursement processes.
- Demonstrated Designated Procurement Representative and P-card experience.
- Experience with lab wide systems (Oracle E-Business Suite, FVTS, Concur, Ariba).
- The desire to learn, grow, and take on increasing responsibility
- Active Q clearance.
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.
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)
- 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/SCI (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 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.
