Administrative Assistant 4

at  Los Alamos National Laboratory

MINIMUM JOB REQUIREMENTS:

Administrative Support
Advanced-level experience providing administrative support in a busy office environment requiring knowledge of rules and specialized functions, such as tracking action items, generating training reports, time keeping, procurement, records management, calendar management, domestic and foreign travel, onboarding new employees, visitor processing, accurate data entry and tracking, and meeting scheduling/logistics requiring considerable judgment, high degree of initiative and independent action.
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.
Teamwork
Ability to work independently and collaboratively in support of the team/mission. Willingness to provide support wherever needed in a fast-paced customer service-oriented office.
Business Systems
Expert-level knowledge and experience with Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, Word, and Teams). Ability to learn and use other business systems used for personnel records, procurement, travel, financial information, etc. Ability to independently interpret data and information to produce professional products.
Communication
Excellent 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.
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.

DESIRED QUALIFICATIONS:

• Knowledge of the Laboratory’s organizational structure and administrative policies, practices, and procedures.
• Demonstrated experience using Oracle, Ariba, Concur, or other laboratory business systems.
• Experience working in Microsoft Teams, Webex, or other conferencing and telecommunication systems.
• Experience serving as a Professional Buyer.
• Active DOE Q Clearance.
  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.

The DARHT Experiments and Radiographic Science Group (J-4) is looking for a motivated, customer service focused, and experienced Administrative Assistant. Reporting to the division office, the selected candidate will provide business and administrative support to the J-4 Group Office.
The ideal candidate should have excellent communication, organization, and problem-solving skills. While executing responsibilities, the selected candidate will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, and confidentiality. They will work closely with the J Division Administrative Staff 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 a resource for the J-Division members.

Job responsibilities include but are not limited to:

• Provide proficient calendar management for the J-4 Group Leader and Deputy Group Leader by independently coordinating commitments with appropriate contacts.
• Administrative tasks such as creating and maintaining spreadsheets, tracking document expiration and review dates, keeping a well-organized group office, etc.
• Coordinate domestic and foreign travel arrangements for J-4 staff, often on short notice.
• Coordinate logistics, scheduling, and announcement of complex meetings and conferences.
• Coordinate visits with internal/external participants.
• Serve as a Professional Buyer.
• Act as a resource to staff for established processes, procedures, and guidelines.