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Administrative Assistant 3/4

Los Alamos National Laboratory

Los Alamos, NM

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JOB DETAILS
SKILLS
Administrative Skills, Ariba, Communication Skills, Computer Security, Computer Skills, DOE Clearance, DOE-Q (Top Secret Restricted Data), Dental Insurance, Detail Oriented, Editing, High School Diploma, Information Systems/Technology IS/IT Administration, Internet Security, Interpersonal Skills, Laboratory, Leadership, Mentoring, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Office Management, Operations Security (OPSEC), Oracle Applications, Oracle ERP, Problem Solving Skills, Purchasing/Procurement, Quality Management, Reimbursement, Sensitive Compartmented Information (SCI), Single Sign-On (SSO), Team Lead/Manager, Time Management, Tuition Fees, United States Citizen, Vision Plan, Writing Skills
LOCATION
Los Alamos, NM
POSTED
Today
What You Will Do
The Special Security IT & Cyber Operation's Group (SSO-3) is looking for an Administrative Assistant 3/4 to join our team. This exceptional candidate will interact with both leadership and group members to support the Group Leader and staff as the first point of contact. The selected Administrative Assistant (AA) will be a key member of the group, with a broadly defined scope of work. They will be responsible for providing administrative support with minimal supervision and the ability to shift priorities. The individual will exhibit strong problem-solving abilities and the capacity to anticipate potential challenges while maintaining professionalism, discretion, and sound judgement. They will occasionally be requested to professionally represent and support other groups in SSO Division, as well as the SSO Division Office when needed.

This position will be filled at the Administrative Assistant 3 or 4 level, depending on the skills of the selected candidate. Additional job responsibilities will be assigned if the candidate is hired at the higher level.
What You Need

Minimum Job Requirements:

At the Administrative Assistant 3 level, the candidate will be expected to perform a wide variety of administrative functions with a high degree of initiative, requiring some independent judgment or following the direction of senior administrators. Duties include but are not limited to:
  • Demonstrated ability for exceptional attention to detail.
  • Experience and proven competence in professional administrative assistance or office management.
  • Demonstrated 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 Clearance and SCI.
Business Systems
  • Excellent computer skills in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Drive, and similar tools.
  • Demonstrated competency independently composing and editing correspondence, memo, 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
  • A track record of demonstrating initiative and collaboration.
  • Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with in-confidence and sensitive information/matters.
  • Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities, and deadlines while maintaining excellent quality in daily operational work.


Additional Job Requirements for Administrative Assistant 4:
In addition to the requirements outlined above, qualifications at this level requires::
  • Manage complex administrative functions that spans multiple groups and teams.
  • Perform (and at times, anticipate) a wide variety of administrative functions
  • working independently with minimal supervision, anticipating needs, and interpreting policy .
  • Serve as a lead administrative professional, coordinating the work of others and helping to mentor the administrative team.
  • Administrative leadership utilizing tact, diplomacy, and discretion in dealing with sensitive and confidential information.


Education/Experience 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 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:
  • 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).
  • Competency with IT troubleshooting principles or basic IT proficiencies.
  • The desire to learn, grow, and take on increasing responsibilities.
  • Active Q clearance, with ability to obtain SCI.

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.

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 (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 and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regard to 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 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 applyhelp@lanl.gov or call 1-505-664-6947 option 3.

About the Company

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Los Alamos National Laboratory

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