Administrative Assistant

Position: Administrative Assistant 3
Job Title Administrative Assistant 3

Location Los Alamos, NM, US Organization Name Production Assurance Division Office (PA-DO)
Minimum Salary
49600

Maximum Salary
76700

** What Will the Employee Do*
* The Production Assurance Division is seeking a highly motivated, energetic, customer-focused and experienced administrator to provide support to multiple managers and staff.  This position will report to the Staff Operations Manager and will support assigned managers.  PA groups are located at multiple technical sites across LANL; therefore, this position requires supporting staff across different geographical areas and coordinating activities among diverse teams.

Duties may include, but are not limited to:

+ Managing complex calendars, scheduling meetings, coordinating conference rooms, and arranging meeting logistics for managers and staff.

+ Coordinating domestic and foreign travel arrangements, preparing travel authorizations and expense reports, and assisting staff with travel-related processes and questions.

+ Providing exceptional customer service as a primary point of contact for visitors, staff, and external customers while maintaining professionalism and responsiveness.

+ Answering and directing phone calls with professionalism, discretion, and strong phone etiquette while ensuring timely follow-up and accurate message handling.

+ Supporting Division and Group office administrative requests and activities.

+ Maintaining electronic and hardcopy files, records, mailing lists, rosters, and organizational charts.

+ Logging, tracking, and distributing signature items and other sensitive documentation.

+ Performing timekeeper responsibilities and assisting with administrative reporting requirements.

+ Managing office supplies, equipment requests, and procurement-related activities.

+ Serving as a resource for staff regarding established administrative policies, procedures, and business systems.

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* Minimum Requirements:

*
* +  
** Administration:
** Advanced knowledge and experience performing administrative and office management duties in a busy, fast-paced office environment while maintaining confidentiality, professionalism, and discretion.

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** Calendar and Travel Coordination:
** Demonstrated experience coordinating complex schedules, arranging meetings, managing calendars, and processing travel requests and related documentation with strong attention to detail.

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** Customer Service and Communication:
** Excellent customer service, oral, written, and interpersonal communication skills, including professional phone etiquette, proofreading, grammar, spelling, punctuation, and attention to detail. Demonstrated ability to interact professionally with all levels of personnel and external customers.

+  
** Organization and Time Management:
** Demonstrated ability to effectively organize, prioritize, and complete multiple tasks under strict deadlines, frequent interruptions, and changing priorities. Demonstrated record of dependability, availability, attendance, and punctuality.

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** Teamwork:
** Ability to work effectively in a team environment and collaborate with personnel across organizations, including networking with internal administrative professionals.

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** Clearance:
** Ability to obtain and maintain a DOE Q Security Clearance.

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* Education:

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

** Desired Qualifications*
* + Advanced knowledge of computer software applications including Word, Excel, Outlook, PowerPoint, Webex, G Suite, MS Teams, and Adobe Acrobat.

+ Experience coordinating executive or management calendars and travel arrangements in a professional environment.

+ Ability to obtain DOE Q Clearance.

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* 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*
*…