Administrative Assistant (Administrative Assistant 3/4)

Los Alamos National Laboratory; Los Alamos (NM); Sur place; USD 50 000 - 94 000; Plein temps

Résumé du poste

Los Alamos National Laboratory is seeking an Administrative Assistant (level 3 or 4) to provide business support to the M-6 Group Office and division staff in Los Alamos, NM. The role emphasizes communication, organization, and confidentiality, with opportunities for advancement to a higher level based on skills.

Responsibilities include time and travel management, calendar coordination, onboarding, and records management.

Qualifications

• 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 interpersonal, verbal and written communication skills with professionalism, accuracy, and high attention to detail.
• Excellent customer service skills with ability to interact across all levels of staff and customers.
• Ability to organize, prioritize, and follow through on multiple tasks under deadlines and changing priorities.
• Experience handling sensitive information and/or classified matters.
• Ability to collaborate with other professionals to solve problems and resolve issues.

Responsabilités

• Perform administrative duties such as time & labor, travel, calendar management, travel requests, facility service requests, phones, filing, records management and procurement.
• Provide calendar management for the group by scheduling meetings and coordinating conference room schedules.
• Assist with tracking job ads and applicants, hiring committees, interviewing, onboarding, and new-hire familiarization.
• Use initiative to solve problems and improve processes.
• Serve as a resource to staff for established processes and guidelines.
• Act as liaison with group members, outside organizations, and senior management on issues and policies.

Connaissances

Software packages (action tracking, MS

Formation

High School Diploma

3+ years related experience

Description du poste

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 Dynamic Experiment's Division Office is seeking is seeking 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 M-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 M 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 M-Division members.

Job responsibilities include but are not limited to:

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

• Perform administrative duties such as time & labor, foreign and domestic travel, calendar management, foreign and domestic visit requests, facility service requests, answering phones, filing, records management and procurement of supplies and equipment.
• Provide calendar management for the group by scheduling meetings, maintaining conference room schedules, and coordinating calendars.
• Assist with tracking job ads and applicants, hiring committees, scheduling interviews, onboarding, and new-hire familiarization.
• Utilize a high degree of initiative to independently and collaboratively solve problems and improve processes.
• Act as a resource to staff for established processes, procedures, and guidelines.
• Serve as point of contact and liaison with group members, outside organizations, senior management offices, and personnel regarding issues and policies related to M Division.

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

• Work with records management staff to compose and issue formal correspondence and other documents of record.
• Support managers and staff throughout the division in arranging meetings, taking notes, and tracking deliverables.
• Use independent judgment to prioritize a wide range of complex tasks and deliverables with varying levels of importance and urgency, while keeping customers informed and meeting deadlines.
• Read, understand, interpret, and implement institutional policies and procedures in support of group office needs.
• Utilize a high degree of initiative to independently and collaboratively solve problems and improve processes.

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 interpersonal, verbal and written communication skills with demonstrated professionalism, accuracy, and 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 with diverse co-workers and customers.
• Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, under strict deadlines and changing priorities.
• Demonstrated experience working with sensitive information and/or classified matter.
• 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 Administrative assistant 4

• 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.
• Proven ability to build effective working relationships and a strong, broad network across organizations beyond one's immediate group
• Experience with solving problems, developing solutions, and innovating business practices
• Demonstrated high degree of initiative.

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 2 years.

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.

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. 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.