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Los Alamos National Laboratory · 21 hours ago

Administrative Assistant 3

Los Alamos, NM

Full-time

Onsite

Mid Level

$48K/yr - $75K/yr

3+ years exp

Los Alamos National Laboratory is a multidisciplinary research institution engaged in strategic science on behalf of national security. They are seeking a motivated and organized administrative assistant to support the Material Recycle and Recovery Group and the division office, ensuring high standards of professionalism and attention to detail.

Security

Growth Opportunities

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Safety and security are a primary responsibility for all Laboratory employees. Assures safety and security compliance, maintains required safety and security training, and makes safety and security an integral part of every task, including taking the necessary steps to stop work if continuing the job is unsafe or compromises security

Performs a wide range of administrative and office-related functions and activities requiring judgment in resolving issues of moderate complexity or in making recommendations

Generates a variety of internal and external correspondence, reports, and forms, with limited supervision and general instruction

Reviews, prioritizes, tracks, and distributes incoming and outgoing messages and actions, including electronic and hardcopy mail utilizing established or self-developed databases and/or systems

Maintains electronic and hard copy files in established systems

Coordinates calendars and schedules

Coordinates logistics, scheduling, and announcement of meetings

Coordinates domestic and foreign travel arrangements and reimbursements

Act as a timekeeper for one or more organizations. May enter time and effort reporting for assigned employees

May mentor and train other administrative personnel

May handle sensitive information and/or classified matter

May serve as an escort to visitors and uncleared and/or L-cleared personnel

May serve as the designated procurement representative and maintain related records and documents

May serve as the key/core custodian

May serve as point of contact and as a resource for internal offices and external agencies

Acts as a resource to staff for established processes, procedures, and guidelines

May provide input regarding organization-specific administrative practices and procedures

Understands and adheres to all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures

Ensures all results, materials, processes, and final products meet quality specifications and are completed according to established requirements

Fosters a mutually respectful and inclusive work environment that is free from discrimination and harassment

Qualification

Administrative SupportMS Office SuiteCalendar ManagementData InterpretationQ ClearanceTime ManagementAttention to DetailProblem SolvingInterpersonal SkillsTeam Collaboration

Required

Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed

Excellent oral, written, and verbal interpersonal skills

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

Computer proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), (Sharepoint, MS Teams, Adobe Acrobat etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, Concur, etc.)

Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations as needed

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

An excellent record of integrity, dependability, availability, attendance, and punctuality is essential

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

The ability to interface effectively with people throughout the organization hierarchy and partnership with internal support organizations

Demonstrated ability to generate a variety of internal and external correspondence, reports, and forms, with limited supervision and general instruction

Demonstrated ability to foster a cohesive team environment and share, teach, and learn from other team members is also required

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