Administrative Assistant 3/4

Los Alamos National Security LLC; Los Alamos (NM); On-site; USD 50,000 - 94,000; Full time

Benefits offered by this job

Medical insurance

Dental and vision insurance

Life and disability insurance

Paid childbirth and parental leave

401(k) matching

Tuition assistance

Flexible schedules

Relocation packages

Job summary

Los Alamos National Laboratory is seeking an Administrative Assistant to support the J-6 Group Office. The role spans calendar management, travel coordination, and document tracking, with a focus on confidentiality and customer service.

Two levels exist: Admin Assistant 3 and Admin Assistant 4, offering increasing responsibility, complex meetings, and travel handling. DOE Q clearance is desirable and may be required for advancement.

Qualifications

• Knowledge of and experience with standard software for calendar management, email, purchasing, travel and Microsoft Office.
• Excellent written and oral communication with high attention to detail.
• Excellent customer service and ability to interact with all levels.
• Ability to organize, prioritize, and manage multiple tasks under deadlines.
• Team collaboration and dependable attendance and punctuality.
• Ability to obtain a DOE Q Clearance.

Responsibilities

• Provide proficient calendar management for leaders and deputies by coordinating commitments.
• Handle administrative tasks, tracking documents and maintaining a well-organized office.
• Coordinate domestic and foreign travel arrangements, often on short notice.
• Coordinate visits with participants and serve as a resource for processes and guidelines.
• Act as a Professional Buyer and support time-sensitive deliverables.
• Execute complex administrative tasks with initiative and sound judgment.

Skills

Calendar management

Travel coordination

Microsoft Office

Communication skills

Customer service

Problem solving

Confidentiality

Education

High School Diploma

3 years related experience

5 years related experience

Tools

Microsoft Office Suite

Spreadsheets

Document management systems

Job description

What You Will Do

This position will be filled at either the Administrative Assistant 3 or 4 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. The Engineering, Operations, and Physics (J-6) group 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-6 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.

Administrative Assistant 3 ($49,600 - $76,700)

• Provide proficient calendar management for the J-6 Group Leader and Deputy Group Leaders 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-6 staff, often on short notice.


• Coordinate visits with internal/external participants.


• Serve as a Professional Buyer.


• Act as a resource to staff for established processes, procedures, and guidelines.

Administrative Assistant 4 ($60,500 - $93,600)

In addition to what was outlined at the lower level, at this level

• Provide expert-level calendar management for the J-6 Group Leader and Deputy Group Leaders by independently coordinating commitments with appropriate contacts.


• Coordinate logistics, scheduling, and announcement of complex meetings and conferences.


• Coordinate complex travel requests and expense reports.


• Execute complex administrative and office-related functions and activities requiring sound judgment.


• Utilize a high degree of initiative.

What You Need

Minimum Job Requirements

• Knowledge of and experience with standardized software packages for action tracking, calendar management, e-mail distribution, purchasing, time and labor, travel, training, and Microsoft office programs.


• Excellent oral and written communication skills with demonstrated high attention to detail.


• Excellent customer service skills and ability to interact effectively with all levels of internal and external personnel, including the ability to build effective working relationships.


• Ability to organize, prioritize, and follow-through to completion on multiple tasks, under strict deadlines and changing priorities.


• Ability to team with other professionals to solve problems and resolve issues.


• Demonstrated record of dependability, availability, attendance, and punctuality.


• Ability to obtain a DOE Q Clearance.

Additional Job Requirements for higher level title

• Expert-level knowledge of and experience with computer software applications, such as Word, Excel, Outlook, PowerPoint, Adobe, etc.


• Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations.


• Knowledge of and experience working independently to track and report progress of time sensitive deliverables.

Education/Experience for Administrative Assistant 3

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.

Education/Experience for Administrative Assistant 4

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

• Active DOE Q Clearance.


• Knowledge of the Laboratory's organizational structure and administrative policies, practices, procedures, and business systems.

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

For full consideration, applicants must submit their resume and a detailed cover letter addressing all the requirements of the position.

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 [e-mail] or call (505)-664-6947.