Administrative Assistant 3

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical insurance (PPO or HD)

Dental and vision coverage

401(k) with match

Tuition assistance

Paid time off

Job summary

Los Alamos National Laboratory (LANL) is seeking an organized administrative professional to support the Product Realization and Reliability Office (PRRO). The role involves handling a broad range of office duties, acting as a central staff resource, and ensuring smooth daily operations in a fast-paced environment.

You will manage communications, maintain filing systems, coordinate complex calendars, arrange travel, perform timekeeping, and handle sensitive information while adhering to lab

Qualifications

• Requires a high school diploma plus 3 years of related experience; equivalent combination may be acceptable.

Responsibilities

• Manage incoming and outgoing correspondence, electronic and physical.
• Maintain filing systems, electronic and hardcopy.
• Coordinate calendars, schedules, and meeting logistics.
• Arrange domestic and international travel plans with transportation and accommodations.
• Enter time and effort reporting for staff.
• Handle sensitive and classified information with discretion.
• Provide guidance on administrative policies and procedures.
• Provide procurement support and maintain records.
• Escort visitors and personnel as a core custodian.
• Contribute to development and improvement of administrative processes.

Skills

Organizational skills

MS Office / Excel & PowerPoint

Independent work

Q clearance

Education

High school diploma or equivalent

Tools

Concur

Ariba

SharePoint

Job description

What You Will Do

Serve as a vital member of the administrative team in the Product Realization and Reliability Office (PRRO), providing comprehensive support to ensure the smooth operation of the organization. In this role you will handle a wide range of office-related duties, including acting as a central point of contact and resource to staff. Your exceptional organizational skills, attention to detail, and adaptability will be critical to your success in this position.

Key responsibilities:

• Manage incoming and outgoing correspondence, both electronic and physical, ensuring timely and effective communication.
• Maintain comprehensive electronic and hardcopy filing systems, ensuring records are organized and easily accessible.
• Coordinate complex calendars, schedules, and meeting logistics for multiple stakeholders while optimizing time and resources.
• Arrange domestic and international travel plans including transportation, accommodations, and reimbursements, ensuring a seamless experience for travelers.
• Act as a timekeeper, accurately entering time and effort reporting for assigned staff members.
• Handle sensitive and classified information with the utmost discretion and care.
• Serve as a knowledgeable resource for staff on administrative policies, procedures, and best practices.
• Provide procurement support and maintain detailed records and documents.
• Act as a key/core custodian and escort for visitors and personnel.
• Contribute your expertise to the development and improvement of administrative processes and procedures.

What You Need

Minimum Job Requirements:

• Exceptional organizational, communication, and interpersonal skills.
• Proficient in Microsoft Office suite, with advanced expertise in Excel and PowerPoint.
• Ability to work independently, prioritize tasks, and meet deadlines with a high degree of accuracy.
• Ability to obtain a Q clearance which typically requires US Citizenship.

Education/Experience:

Position requires a high school diploma and 3 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 understanding and adherence to all laboratory and industry regulations, policies, and standards.
• Extensive experience with administrative software including Concur, Ariba, and SharePoint.
• Demonstrated knowledge of TA-55 operations and the Access Control Office, with the ability to navigate complex systems and procedures.
• Current Q clearance

Essential Job Functions (can perform with or without reasonable accommodation):

Ability to lift, push, pull up to 10 lbs, walking, standing, sitting, lifting, stooping, bending, and finger dexterity

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.

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 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.

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 (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 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 [e-mail] or call 1-505-665-4444 option 1.