Administrative Assistant 4

at  Los Alamos National Laboratory

MINIMUM JOB REQUIREMENTS:

Administrative Support: Experience with records and document management; travel, time, and effort management; calendar management; meeting scheduling and logistics; and web site maintenance. Experience problem solving, developing, and implementing solutions, and innovative business practices. Experience working with sensitive, personnel-related information.
Personal Leadership: Experience managing frequent interruptions and changing priorities and completing assignments with minimal direction. This includes utilization of tact, diplomacy, and discretion in dealing with sensitive and personnel-related information.
Organization and Time Management: Proven experience in organizing, prioritizing, and following-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities. Excellent record of dependability, availability, attendance, and punctuality
Collaboration and Teamwork: Demonstrated ability to build effective working relationships and interact with all levels of management as well as strong customer service skills as demonstrated through interaction with the public and others who frequently visit the organization. Demonstrated excellent customer service skills. Proven ability to build effective working relationships and a strong, broad network across organizations beyond one’s immediate group/team.
Communication: Excellent interpersonal, verbal, and written communication skills are necessary while interacting effectively with people throughout the organization. Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations. Proven history of collaborating with peers to accomplish cross-organizational projects. Grammatical proficiency and document formatting and editing capabilities are expected at this level.
Business Systems: Advanced 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.
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 using the Laboratory’s systems (e.g., Concur, Oracle, Utrain, etc.)
• Experience making domestic travel arrangements and processing reimbursement claims requests.
• Experience with performing routine purchases for an organization; LANL Designated Procurement Representative designation is a plus.
• Knowledge and/or experience with LANL’s security procedures, administrative policies and procedures, and a working knowledge of Laboratory structure.

The Human Resources Division (HR) is seeking a motivated, customer-focused, driven individual to provide high level administrative support. Reporting to the HR Staff Operations Manager, this position provides administrative support for a wide variety of advanced and complex office-related activities for HR Division.
Key attributes of the successful candidate include a customer-focused approach to administrative services and the ability to work effectively under pressure and changing deadlines and priorities with a positive attitude and minimal supervision. The individual selected will be expected to work independently as well as in a team environment requiring cooperation, flexibility and independent decision making while managing the administrative workload of the office. The selected candidates will support various HR groups and HR group managers within the division and will cross-train to be a part of a successful HR team. Join an exciting organization committed to the execution of the Laboratory mission through HR excellence!

Specific duties may include, but are not necessarily limited to:

• Manage calendars for the group leadership and conference rooms as requested.
• Manage incoming and outgoing correspondence, documents, and signature items for the group leadership.
• Execute complex administrative and office-related functions and activities - requiring sound judgement and a high degree of initiative - while balancing the diverse needs of the group.
• Arrange domestic travel and coordinate reimbursements for staff.
• Serve as a timekeeper for the group.
• Serve as a Designated Procurement Representative (DPR) and Purchase Card holder.
• Prepare and track visitor actions in the Oracle system.
• Responsible for answering the HR division phone line.
• Execute HR onboarding and off boarding process.
• Oversee and develop the HR All Hands presentation and schedule meetings.
• Manage badge reader access for HR onboarding and training space.
• Coordinate quarterly bios of new employees.
• Government vehicle custodian