STO-OS Administrative Assistant 3

Los Alamos National Security LLC; Los Alamos (NM); On-site; USD 42,000 - 56,000; Full time

Job summary

Los Alamos National Laboratory in New Mexico is seeking an enthusiastic early-career professional to provide comprehensive administrative support to the Facilities Operations Directorate (FOD) and STO leadership. The role involves scheduling, coordinating visits, maintaining office operations, managing calendars, handling procurement, onboarding new staff, and ensuring accurate documentation and webpages.

Candidates should have a high school diploma with 3 years related experience, strong

Qualifications

• Advanced knowledge of and experience with the provision of administrative services and activities, including general office management.
• Advanced knowledge of and experience with office-interfacing software packages (i.e.. Microsoft, Outlook, Excel).
• Extensive experience organizing, prioritizing, managing and following through to completion, multiple assigned tasks in a demanding work environment.
• Proficient in the preparation and formatting of correspondence, reports, and/or presentations.
• Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
• Calendar management experience.
• Excellent customer service skills.

Responsibilities

• Utilize LANL applications for typical administrative functions.
• Effectively support the STO Division leader and STO Group Leaders in a manner that is customer-focused and positive, teaming with other support staff in the groups, division, and external to our organization.
• Maintain a professional demeanor as well as office environment; demonstrate initiative and willingness to help when needed; serve as a point of contact for employees.
• Effectively manage commitments for timely deliverables.
• Take initiative to research answers to questions when they arise and resolve problems in a complex work environment where information is most sensitive.
• Assist with new employee onboarding.
• Assist with maintaining and updating the STO webpage to ensure information is accurate, current, and professionally presented.
• Develop and maintain effective working relationships with STO personnel, customers, and other organizational support groups.
• Effectively manage multiple calendars and coordinate meetings with multiple managers, group leaders, and other administrators.

Skills

Administrative services

Office software (MS Office, Outlook, I

Calendar management

Customer service

Written and verbal communication

Multitasking & time management

Education

High School Diploma + 3 years related experience

Tools

Oracle

Time and Labor

CMS

Concur

WebEx

Microsoft Teams

iExpenses

Job description

What You Will Do

Science and Technology Operations (STO) is seeking an enthusiastic, responsible early-career professional with strong communication skills to support the Facilities Operations Directorate (FOD). The Science and Technology Operations Directorate is one of the largest facility operations directorates at LANL. We oversee 2.2 million square feet of facilities where low to moderate hazard scientific work is performed. The Technical Areas we cover include a large portion of TA-03, TA's 43, 59, 48, 33, 35, 46, 36, 57, 66 and 49. For these areas we manage all maintenance, construction and operations.

The selected candidate will support the Facility Operations Division Leader, other Group offices and interact and collaborate with other support staff within the Division. The candidate will schedule, plan and coordinate visits and meetings; interact with all levels of personnel; prioritize workload and produce high quality work; exhibit excellent communication skills; purchase equipment and other materials; and exhibit a can-do attitude regarding all the office administrative duties. Duties include, but are not limited to:

• Utilize LANL applications for typical administrative functions.
• Effectively support the STO Division leader and STO Group Leaders in a manner that is customer-focused and positive, teaming with other support staff in the groups, division, and external to our organization.
• Maintain a professional demeanor as well as office environment; demonstrate initiative and willingness to help when needed; serve as a point of contact for employees.
• Effectively manage commitments for timely deliverables.
• Take initiative to research answers to questions when they arise and resolve problems in a complex work environment where information is most sensitive.
• Serve as a resource to staff regarding established administrative policies and procedures.
• Serve as Key Core Custodian.
• Serve as administrative support for managing the division's vehicles.
• Serve as backup support for access control, including coordinating access requests and maintaining associated documentation.
• Provide backup support for Time and Effort (T&E) activities.
• Serve as a backup DPR (Designated Procurement Representative) for routine supply orders and administrative purchases.
• Maintain and update organizational charts, personnel listings and related administrative information.
• Assist with new employee onboarding.
• Assist with maintaining and updating the STO webpage to ensure information is accurate, current, and professionally presented.
• Develop and maintain effective working relationships with STO personnel, customers, and other organizational support groups.
• Effectively manage multiple calendars and coordinate meetings with multiple managers, group leaders, and other administrators.
• Work under pressure of multiple deadlines, frequent interruptions, and changing priorities.
• Demonstrate record of dependability and reliability as proven through good attendance and quality of work.
• Perform other administrative duties and special assignments as directed by the Operations Support Manager to support mission requirements.

What You Need

Minimum Job Requirements:

• Advanced knowledge of and experience with the provision of administrative services and activities, including general office management.
• Advanced knowledge of and experience with office-interfacing software packages (i.e.. Microsoft, Outlook, Excel).
• Extensive experience organizing, prioritizing, managing and following through to completion, multiple assigned tasks in a demanding work environment.
• Proficient in the preparation and formatting of correspondence, reports, and/or presentations.
• Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
• Calendar management experience.
• Excellent customer service skills.

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.

Desired Qualifications:

• Knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
• Experience in the use of Lab-wide systems including Oracle, Time and Labor, CMS, Concur, WebEx, Microsoft Teams, and iExpenses.
• Designated Procurement Representative (DPR) experience.

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 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:

• In addition to a resume, please provide a detailed cover letter addressing how you meet both the required and desired skills listed for this 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.

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.