Administrative Assistant

Position: Administrative Assistant 3
** What You Will Do*
* The Chemistry Division Office (C-DO) is seeking a highly organized, reliable, and customer-focused Administrative Assistant 3 to deliver essential business and administrative support to division and group managers, administrative staff, and technical staff. The selected Administrative Assistant 3 will be a key member with a broadly defined scope of work. They will be responsible for providing administrative support with minimal supervision and the ability to shift priorities.

The individual will need to exhibit strong problem-solving abilities and the capacity to anticipate potential challenges while maintaining professionalism, discretion, and sound judgement. They will occasionally be requested to professionally represent and support other groups in C Division as needed.

Key responsibilities include coordinating onboarding and offboarding activities, managing calendars/scheduling, arranging travel and reimbursements, maintaining correspondence and records, supporting procurement needs, and serving as a timekeeper. In addition to performing typical administrative duties, the successful candidate must be able to work independently with minimal supervision, effectively prioritize multiple tasks, handle personnel and sensitive matters with tact and confidentiality, and collaborate effectively with team members and other administrative professionals across the organization.

This position is fully on-site in Los Alamos, New Mexico.

** What You Need*
* ** Minimum

Job Requirements:

*
* At the Administrative Assistant 3 level, the candidate will be expected to perform a wide variety of administrative functions with a high degree of initiative, requiring some independent judgment or following the direction of senior administrators. Duties include, but are not limited to:

** Administrative Support:*
* + Demonstrated ability for exceptional attention to detail

+   Experience and proven competence in professional administrative assistance or office management

+   Demonstrated experience researching, analyzing, and resolving problems and issues both independently and as a team member

+   Demonstrated excellence in interacting effectively with management, peers, and customers

+   Skilled in calendar management, meeting planning and logistics, visitor coordination, and timekeeping

+   Proven ability to anticipate needs, resolve problems, develop and implement effective solutions, and improve administrative processes to enhance overall efficiency and customer satisfaction

+   Proficient in the preparation and formatting of correspondence, reports, and/or presentations

+   Ability to organize and prioritize tasks while adapting to frequent interruptions

+   Ability to learn, understand, and follow institutional policies and procedures

+   Demonstrated record of dependability, availability, attendance, and punctuality

** Communication:*
* + Exceptional oral, written, and interpersonal communication skills

+   Demonstrated experience utilizing tact, diplomacy, and discretion in dealing with confidential and sensitive information/matters

** Business Systems:*
* + Excellent computer skills in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Drive, and similar tools

+   Demonstrated competency independently composing and editing correspondence, memos, and other written documents

** Organization and Time Management:*
* + Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with in-confidence and sensitive information/matters

+   Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities, and deadlines while maintaining excellent quality in daily operational work

** Education/Experience Administrative Assistant 3:
** Position requires a High School Diploma and 3 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:

*
* + Demonstrated experience processing visits.

+   Demonstrated experience with processing travel reimbursements

+   Demonstrated experience making complex purchases using P Card or other procurement systems.

+   

Experience with procurement for a large organization.

+   Competency with IT troubleshooting principles or basic IT proficiencies.

+   The desire to learn, grow, and take on increasing responsibilities.

+   Commitment to consistent on-site attendance.

+   Ability to obtain a 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,…