Administrative Assistant 3

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 40,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental and vision insurance

Life and disability insurance

Paid time off & holidays

Tuition assistance

Job summary

Los Alamos National Laboratory is seeking an administrative assistant to provide high-level support in a fast-paced, classified environment. You will support the Division staff with calendar management, travel coordination, procurement processing as the designated procurement representative, and confidential handling of sensitive information.

The role requires strong organizational skills, discretion, and the ability to work independently or within a team, coordinating with leadership and

Qualifications

• High School Diploma and 3 years related experience, or equivalent combination.
• Advanced knowledge providing administrative support in a busy office.
• Experience managing electronic calendars and coordinating meetings, high-level visits, tours, conferences and/or travel.
• Proficient in the preparation and formatting of correspondence, reports, and/or presentations.
• Preference for experience handling sensitive/classified information.

Responsibilities

• Perform time & labor, travel, calendar management, foreign visit requests, DPR duties, and procurement requests.
• Provide calendar management for division leaders and deputies.
• Coordinate logistics, scheduling, and announcements of meetings.
• Maintain a professional office atmosphere with discretion and confidentiality on sensitive matters.
• Assist in administering security policies and procedures for classified materials and access.
• Serve as liaison with group members, external offices, and management.
• Ensure timely progress toward deliverables for the group.

Skills

Administrative support

Office management

Calendar management

Communication

Discretion

Travel scheduling

Education

High School Diploma

Tools

Word

Excel

Outlook

PowerPoint

Adobe

Job description

What You Will Do

Join our world-class team! Now is your chance to make a difference in supporting our national security mission. The X-Theoretical Design Division Office is seeking a motivated, customer-focused and reliable administrative assistant to provide high-level administrative support in a classified work environment. The successful candidate will serve as an administrative assistant for a group office within the Division and will report directly to the Division's Staff Operations Manager.

The administrative assistant will provide administrative support to the management and staff of a complex technical organization, while maintaining an office environment of utmost professionalism, confidentiality, and discretion. Assignments may be moderately difficult, complex in nature, and require judgment in resolving issues or making recommendations while working under limited supervision. Being an effective, supportive, trustworthy, and customer-focused member of the XTD Division Office team requires close cooperation and communication, adaptability, taking initiative in completing tasks, and being willing to provide support wherever is needed.

Duties include, but are not limited to:

• Perform classic administrative duties such as time & labor, foreign and domestic travel, calendar management, foreign visit requests, UTRAIN input, facility service requests, answering phones, filing, records management and serving as the Designated Procurement Representative (DPR) to handle and process procurement requests.
• Provide calendar management for the Group Leader and Deputy Group Leader by coordinating calendars and schedules with appropriate contacts.
• Coordinate logistics, scheduling, and announcements of meetings.
• Maintain a professional office atmosphere and demonstrate initiative, versatility, accuracy, tact, and professional discretion when dealing with sensitive matters.
• Assist in administering security policies and procedures which will include the management of classified papers, vault type rooms, classified document storage, classified shredders, classified document and media destruction, clearance processing, clearance transfer requests, classified visitor escorting and visits, classified conference room procedures, and classified computing requests/resource requests.
• Serve as point of contact and liaison with group members, outside organizations, senior management offices, and personnel regarding issues and policies related to XTD Division.
• Effectively manage commitments for the group leader, deputy group leader, and Staff Operations Manager to assure timely progress toward deliverables.

What You Need

Minimum Job Requirements

Administrative Support

• Advanced knowledge and experience providing administrative support in a busy office setting.
• Demonstrated experience in general office management.
• Experience managing electronic calendars and the ability to coordinate and arrange meetings, high-level visits, tours, conferences and/or travel.
• Proficient in the preparation and formatting of correspondence, reports, and/or presentations.

Environment

• Demonstrated experience working effectively and calmly under pressure of deadlines, interruptions and changing priorities, taking initiative and assuming responsibility to organize, prioritize and follow multiple tasks to completion.
• Proven success working independently and in a team environment, including interacting with all levels of internal and external personnel.
• Demonstrated experience successfully working with sensitive information and/or classified matter.
• Demonstrated record of dependability, reliability, attendance and punctuality.

Communication

• Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy and attention to detail.

Business Systems

• Knowledge of and proficient with computer software applications, such as Word, Excel, Outlook, PowerPoint, Adobe, etc.

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

• Working Knowledge of Lab-wide administrative systems (e.g., Oracle Time and Labor, Concur, iProcurement, AccessIT, etc.).
• Designated Procurement Representative (DPR) experience.
• Classified Matter Custodian; experience working with classified matter.
• 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.

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, applicants are required to submit a detailed cover letter addressing how they meet the required skills for this position, and if applicable address the desired skills.

Applicants must have the ability to obtain a Q clearance, which typically requires US Citizenship.

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

• 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 [e-mail] or call (505)-664-6947.