Administrative Assistant 3

Los Alamos National Laboratory

Los Alamos, NM

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JOB DETAILS

SKILLS

Administrative Skills, Calendar Management, Customer Relations, Customer Support/Service, DOE Clearance, DOE-Q (Top Secret Restricted Data), Dental Insurance, Detail Oriented, Documentation, Dosimetry, Editing, Establish Priorities, Expense Reports, Follow Through, Google Apps, Hazardous Materials/Substances, Laboratory, Laboratory Management, Laboratory Techniques, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Office Management, Onboarding, Operations Security (OPSEC), Oracle Applications, Organizational Skills, People Management, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Product/Service Launch, Proofreading, Purchasing/Procurement, Reporting Skills, Schedule Development, Support Documentation, Team Building, Team Lead/Manager, Telephone Skills, Time Management, Time Tracking, Travel Planning, Tuition Fees, United States Citizen, Vision Plan, Web Design, Web Forms, WebEx, Writing Skills

LOCATION

Los Alamos, NM

POSTED

1 day ago

What You Will Do

Hazardous Materials Shipping, NPI-7, is seeking an experienced, highly motivated Administrative Assistant to provide critical support to our group under the direction and supervision of the Group Leader, PSA and Nuclear Operations Professional.

The ideal candidate will demonstrate a customer focused approach to administrative responsibilities and work seamlessly with staff in a dynamic, diverse office environment. Success in this role requires the ability to operate with initative independently with minimal supervision while upholding the highest levels of professionalism, confidentiality, and discretion. Exceptional organizational skills, adaptability, and the capacity to thrive under pressure managing multiple deadlines and high-volume interactions are essential. Ensures assigned directives are executed thoroughly, meeting expectations and deadlines.

The successful candidate will serve as a resource for interpreting and providing guidance on organizational policies and procedures, demonstrate comprehensive knowledge of Laboratory administrative practices, and interact with all levels of management across the Laboratory.

Key responsibilities include (but are not limited to):

Calendar and schedule management.
Answering phones, composing, editing, and proofreading correspondence (routine and non-routine).
Processing material purchases and verifying/tracking time and labor.
Coordinating travel arrangements and preparing expense reports.
Processing visitor paperwork and onboarding documentation.
Creating, maintaining, and organizing office files, records, and SharePoint resources, including form and web design.
Compiling and distributing monthly maintenance reports.
Collecting and distributing TLDs and wrist dosimetry.
Preparing hiring documentation and supporting new position development.

This role demands a professional demeanor, sound judgment, and the ability to remain flexible while ensuring accuracy and timeliness in all work performed.

What You Need

Minimum Job Requirements

Administrative Support

Proven competence performing administrative support and office management. Provide support in a busy, dynamic office environment and to assist with special projects wherever needed. Demonstrated ability to work effectively and calmly under pressure of multiple deadlines, interruptions, and changing priorities while maintaining a high level of accuracy and attention to detail. Proven experience organizing, prioritizing and following through to completion on multiple tasks under strict deadlines and changing priorities. Demonstrated experience managing electronic calendars and coordinating meetings.

Organization

Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.

Communication

Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail. Excellent customer service skills.

Business Systems/Document Production

Advanced knowledge and experience with WebEx, Google Docs, web design and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, etc.), including the demonstrated ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations. Must be able to produce reports, documents and complex internal and external correspondence with minimal supervisors and often without established instruction.

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 and experience with lab wide systems (Oracle, Concur, etc.)
Experience making decisions and resolving problems both independently and as a team member, using judgment, creativity, flexibility and initiative to determine the approach or action to take in non-routine situations
Demonstrated ability to build effective working relationships and interact with all levels of management including high-level external stakeholders and sponsors
Active DOE Q Clearance

Note to Applicants: For full consideration, please provide a comprehensive resume, which outlines how you meet the minimum and desired skills noted above.

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.

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.

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.

426.2: This position is subject to DOE Order 426.2, Personnel Selection, Training, and Qualification Requirements for DOE Nuclear Facilities, which establishes entry-level requirements to ensure candidates selected for specific positions can successfully perform the requirements of the job.

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 applicable 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 applyhelp@lanl.gov or call (505)-664-6947 opt. 3.

About the Company

Los Alamos National Laboratory

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