Administrative Assistant 4

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 52,000 - 72,000; Full time

Job summary

Los Alamos National Laboratory in Los Alamos, NM seeks an energetic Administrative Assistant 4 to support the Analytics, Intelligence and Technology Division. You will manage calendars, arrange travel, prepare documents, and greet visitors, staff, and officials in a professional, customer-focused environment.

The role requires high attention to detail, strong communication, and the ability to work independently in a dynamic office.

Qualifications

• Exceptional attention to detail.
• Extensive experience and proven competence in professional administrative assistance or office management.
• 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 DOE Q and SCI Clearances.
• Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
• Active Q clearance (desired).
• Demonstrated experience with travel reservations and reimbursement processes.
• Experience with hosting external visitors (foreign nationals).
• Experience with lab wide systems (Oracle E-Business Suite, FVTS, Concur, Ariba).

Responsibilities

• Providing oversight of the administrative functions and management of the office.
• Managing calendars and answering phones for group management, including related decision-making and prioritization.
• Prioritizing and tracking group administrative 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 requests, booking travel, and submitting travel reimbursements.
• Serving as the first point of contact for visitors to our spaces.
• Onboarding visitors including: preparing documentation, access control, scheduling escorts, clearance transfers, etc.
• Onboarding new staff and students including preparing documentation and welcome packets to ensure that workspaces 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.
• Support for annual property inventory.

Skills

Attention to detail

Administrative support

Communication

Time management

Problem solving

DOE Q/SCI clearance

Education

High School Diploma + 5 years experience

Tools

Microsoft 365 Suite

Google Drive

Job description

What You Will Do

Two of the Analytics, Intelligence and Technology (A) Division's groups are looking for Administrative Assistant 4s to join our teams. The two groups are Intelligence and Systems Analysis (A-2) and Complex Response Solutions (A-5). We are seeking an energetic, highly proficient Administrative Assistant to provide support to our managers and staff and serve as the first point of contact for visitors, officials, and upper management. The successful candidates 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.

What You Will Do

Two of the Analytics, Intelligence and Technology (A) Division's groups are looking for Administrative Assistant 4s to join our teams. The two groups are Intelligence and Systems Analysis (A-2) and Complex Response Solutions (A-5). We are seeking an energetic, highly proficient Administrative Assistant to provide support to our managers and staff and serve as the first point of contact for visitors, officials, and upper management. The successful candidates 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.

• Providing oversight of the administrative functions and management of the office.
• Managing calendars and answering phones for group management, including related decision-making and prioritization.
• Prioritizing and tracking group administrative 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 requests, booking travel, and submitting travel reimbursements.
• Serving as the first point of contact for visitors to our spaces. Maintaining a clean and organized reception area.
• Onboarding visitors including: preparing documentation, access control, scheduling escorts, clearance transfers, etc.
• Onboarding new staff and students including preparing documentation and welcome packets to ensure that workspaces 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.
• Support for annual property inventory

What You Need

Minimum Job Requirements:

Administrative Support

• Exceptional attention to detail.
• Extensive experience and proven competence in professional administrative assistance or office management.
• 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 DOE Q and SCI Clearances.

Business Systems

• Excellent computer skills in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Drive, and similar tools.
• Demonstrated competency in independent composing and editing for correspondence, memos, and other written documents.

Communication

• Excellent oral, written, and interpersonal communication skills.
• Demonstrated experience utilizing tact, diplomacy, and discretion in dealing with confidential and sensitive information/matters.

Organization and Time Management

• Ability to take initiative and collaborate with others to solve problems.
• Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with confidential and sensitive information/matters.
• Demonstrated experience multi-tasking, managing shifting 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.

Work Environment:

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 or 2 years.

Note to Applicants:

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/SCI

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.