Administrative Assistant

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.

Administrative Assistant 3 ($48,500 - $75,000)

We are looking for a motivated, customer service focused, and experienced individual to provide professional business and administrative support to the Plutonium Facilities Engineering (PFE) Division Office at Technical Area-55. Incumbent will provide administrative support for a wide variety of generalized office-related activities. Specific duties may include, but are not necessarily limited to: tracking and conveying messages; tracking and disseminating internal and external correspondence;

maintaining electronic and hardcopy files; coordinating calendars, schedules, meeting logistics, and travel arrangements; ordering supplies; training of other administrative staff, and serving as a resource for staff regarding established administrative policies and procedures.

Administrative Assistant 4 ($59,200 - $91,600)

In addition to what was outlined at the lower level, at this level the incumbent should be an excellent problem-solver and be able to anticipate challenges and obstacles and tactfully resolve them while providing high-level professional administrative support to the division, group level management and division members. While executing your responsibilities, you will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, and confidentiality.

Incumbent will work closely with the PFE Business Operations 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 resource for PFE Division.

What You Need

Minimum

Job Requirements:

Administrative Support

Demonstrated ability providing administrative support for a wide variety of generalized office-related activities. Experienced with coordinating calendars and meetings, schedules, meeting logistics, disseminating correspondences, tracking and conveying messages, answering phone calls and emails, tracking and disseminating internal and external correspondences, and serving as a resource for staff.

Organization and Time Management

Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment. Demonstrated record of dependability, availability, attendance, and punctuality.

Business Systems

Ability to learn Microsoft Office Suite (particularly Outlook, Excel, and Word) and with Oracle business systems, Microsoft Teams, SharePoint, Ariba, etc. Experience working with Visitor and Guest agreements and subcontracts.

Communication

Demonstrated interpersonal, verbal and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.

Additional Job Requirements for Administrative Assistant 4

In addition to the requirements outlined above, qualification at the higher level requires: highly proficient in the preparation and formatting of correspondence, reports, and/or presentations. Demonstrated experience working with sensitive information. Ability to independently interpret data and information. Demonstrated ability to organize and prioritize multiple and conflicting complex issues in a manner that fosters institutional values and customer satisfaction. Demonstrated experience in specialized functions, such as webpage development and oversight, executing high-level procurements, property management, space management, high-profile meeting scheduling/logistics, and monitoring training expiration.

Education/Experience at lower level

Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation.

Education/Experience at higher level

Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.

Desired Qualifications

• Fundamental knowledge of LANL administrative support operations
• Active Q Clearance

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…