Job Information
Los Alamos National Laboratory Administrative Assistant 4 in Los Alamos, New Mexico
What You Will Do
The Plutonium Facilities Engineering Division (PFE-DO) is seeking a highly motivated, energetic, customer- focused and experienced administrators to provide support to multiple managers and staff in a technical organization. This position reports to the PFE Division to include direct support to multiple line managers/groups in a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed.
Incumbent must be a problem-solver, able to anticipate challenges and obstacles and tactfully resolve them while providing professional administrative support to the Division Office, group level management, staff, students and visitors. While executing your responsibilities, incumbent will maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, confidentiality and flexibility. The successful candidate will have a customer-focused approach to administrative responsibilities and will work cooperatively with staff and peers in a diverse office environment.
Job responsibilities for this position include, but are not limited to:
Execute complex administrative and office-related functions and activities requiring sound judgement, initiative, and independent action
Maintain independent action and professional discretion
Utilize a high degree of initiative
Generate a variety of internal and external professional correspondence
Professionally receive, review, prioritize, track and distribute incoming and outgoing messages and actions, including electronic and hardcopy mail, utilizing established or self-developed databases and/or systems and follow-up as appropriate
Coordinate multiple calendars and complex schedules
Coordinate meeting/conference scheduling and announcement logistics including badging and clearance transfers as appropriate with internal and external attendees
Coordinate domestic travel arrangements and reimbursements
Coordinate time and effort reporting for assigned division staff as necessary; and
Handle program and/or personnel sensitive information
Compiles and organizes and may research and develop briefing and meeting documentation
May assist in research, analysis, and implementation of business initiatives in support of management objectives.
What You Need
Minimum Job Requirements:
Administrative Support:
Proficiency providing a wide variety of administrative support in a large office environment with proven success of adaptability, flexibility, cooperation and willingness to provide support wherever needed for multiple managers and groups.
Demonstrated experience in visitor and new hire processing/support; accurate completion of forms, data entry and tracking; time keeping; electronic records management; meeting scheduling/logistics; calendar management for managers and conference rooms; domestic travel/reimbursements; and researching policies and procedures to complete routine and non-routine requests.
Advanced ability completing action items and tracking them to closure. Ability to learn, understand, and follow institutional policies and procedures.
Organization and Time Management:
- Proven attention to detail and the ability to use diverse sets of information to make decisions and provide appropriate levels of support with minimal to no direction.
Business Systems:
Intermediate knowledge and experience with the Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, and Teams), WebEx or other video conferencing tools, Adobe Acrobat, and Oracle business systems.
Ability to interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations as well as editing the work of others, including managers.
Communication:
Proven ability to build effective working relationships and a strong, broad network across organizations beyond one's immediate group/team.
Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations.
Leadership:
Demonstrated ability to calmly manage interruptions and changing priorities; complete assignments with or without established procedures; and be available and dependable.
Experience utilizing tact, diplomacy and discretion in dealing with sensitive and confidential information.
Proven history of collaborating with peers to accomplish cross-organizational projects.
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:
Experience mentoring and training junior administrators, including assigning tasks and providing oversight of the work of others.
Experience with Laboratory databases and business systems, as well as hierarchy structure and organizational processes and procedures.
Active Q Clearance
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: Along with a resume, provide a detailed cover letter addressing each of the Minimum and Desired Requirements.
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 maternity 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 (https://directives.nnsa.doe.gov/supplemental-directive/sd-0206-0002) . 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 (https://www.directives.doe.gov/directives-documents/400-series/0472.2-BOrder-chg1-pgchg) 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 (https://int.lanl.gov/policy/documents/P701.pdf) 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 1-505-665-4444 option 1.