The Theoretical Division is looking an experienced and customer-focused individual to join its administrative team. The successful candidate must be able to work efficiently in a complex and busy office environment and provide high-level administrative support to management and staff including back-up support to other offices when requested. The individual must have proven success working independently and in a team environment requiring cooperation, adaptability and flexibility; make independent decisions in delegated areas of responsibilities; serve as a resource to staff and be able to effectively and clearly communicate and respond to requests; have experience creating and maintaining electronic office records and files; experience with calendar management; ability to research, interpret, practice and communicate administrative policies and procedures; ability to independently process, review and track administrative data and signature items to ensure accuracy, completeness and compliance with Laboratory administrative policies and procedures including but not limited to foreign and domestic travel arrangements and reimbursements, visitor and guest agreements, FVTS requests, student and postdoc packages, Oracle time and labor and other projects and tasks as requested. The individual will also serve as a Designated Procurement Representative (DPR) and P-Card holder and Lock and Key custodian
Requirements:
Minimum Job Requirements: Demonstrated proficiency providing high-level administrative support in a complex and busy office environment and proven success showing adaptability, flexibility, cooperation and willingness to provide support wherever it is needed; Proven ability to build effective working relationships and networks and interact professionally with all levels of employees, managers and external customers; Proven success working effectively and calmly under pressure of multiple deadlines, frequent interruptions, and changing priorities while maintaining a high level of accuracy and attention to detail; Experience making decisions and resolving problems both independently and as a team member using judgment, creativity and initiative to determine the approach or action to take in non-routine situations; Excellent verbal and written communication skills, including proficiency with independently preparing, editing, formatting and proofreading correspondence and documents for accuracy, grammar, spelling, punctuation; Experience creating and maintaining electronic files and records; Comprehensive knowledge of and demonstrated experience with standard office software (Microsoft Word, Excel, PowerPoint, Outlook), and with SharePoint and Outlook; Experience with LANL Lab-wide systems (Oracle, Time and Labor, Concur, Foreign Travel ); An excellent record of dependability, availability, attendance and punctuality is essential; Desired Skills: Experience with procurement/DPR responsibilities (iProcurement, P-card) and Key Custodian responsibilities; Experience with and knowledge of the Laboratory’s visitor, guest and foreign visits and assignments programs and process; Previous experience working with a diverse set of individuals and nationalities; Ability to obtain a DOE " Q" Clearance, which normally requires U.S. Citizenship; Education: Position typically requires five or more years of related experience, or an equivalent combination of education and experience. At this level, additional training, certification, and/or education may be expected. Notes to Applicants: Along with a resume, all applications must include a cover letter specifically addressing the key position requirements and any desired skills you possess. Applications without a detailed cover letter will not be considered
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Administrative Assistant 4 Location Los Alamos, NM, US Organization Name T-DO/Theoretical What You Will Do The Theoretical Division is looking an experienced and customer-focused individual to join its administrative team. The successful candidate must be able to work efficiently in a complex and busy office environment and provide high-level administrative support to management and staff including back-up support to other offices when requested. The individual must have proven success working independently and in a team environment requiring cooperation, adaptability and flexibility; make independent decisions in delegated areas of responsibilities; serve as a resource to staff and be able to effectively and clearly communicate and respond to requests; have experience creating and maintaining electronic office records and files; experience with calendar management; ability to research, interpret, practice and communicate administrative policies and procedures; ability to independently process, review and track administrative data and signature items to ensure accuracy, completeness and compliance with Laboratory administrative policies and procedures including but not limited to foreign and domestic travel arrangements and reimbursements, visitor and guest agreements, FVTS requests, student and postdoc packages, Oracle time and labor and other projects and tasks as requested. The individual will also serve as a Designated Procurement Representative (DPR) and P-Card holder and Lock and Key custodian. What You Need Minimum Job Requirements: Demonstrated proficiency providing high-level administrative support in a complex and busy office environment and proven success showing adaptability, flexibility, cooperation and willingness to provide support wherever it is needed. Proven ability to build effective working relationships and networks and interact professionally with all levels of employees, managers and external customers. Proven success working effectively and calmly under pressure of multiple deadlines, frequent interruptions, and changing priorities while maintaining a high level of accuracy and attention to detail. Experience making decisions and resolving problems both independently and as a team member using judgment, creativity and initiative to determine the approach or action to take in non-routine situations. Excellent verbal and written communication skills, including proficiency with independently preparing, editing, formatting and proofreading correspondence and documents for accuracy, grammar, spelling, punctuation. Experience creating and maintaining electronic files and records. Comprehensive knowledge of and demonstrated experience with standard office software (Microsoft Word, Excel, PowerPoint, Outlook), and with SharePoint and Outlook. Experience with LANL Lab-wide systems (Oracle, Time and Labor, Concur, Foreign Travel ). An excellent record of dependability, availability, attendance and punctuality is essential. Desired Skills: Experience with procurement/DPR responsibilities (iProcurement, P-card) and Key Custodian responsibilities. Experience with and knowledge of the Laboratory’s visitor, guest and foreign visits and assignments programs and process. Previous experience working with a diverse set of individuals and nationalities. Ability to obtain a DOE "Q" Clearance, which normally requires U.S. Citizenship. Education: Position typically requires five or more years of related experience, or an equivalent combination of education and experience. At this level, additional training, certification, and/or education may be expected. Notes to Applicants: Along with a resume, all applications must include a cover letter specifically addressing the key position requirements and any desired skills you possess. Applications without a detailed cover letter will not be considered. Additional Details: Clearance: Q (Position will be cleared to this level). Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements* for access to classified matter. *Eligibility requirements: To obtain a clearance, an individual must be at least 18 years of age; U.S. citizenship is required except in very limited circumstances. See DOE Order 472.2 for additional information. New-Employment Drug Test: The Laboratory requires successful applicants to complete a new-employment drug test and maintains a substance abuse policy that includes random drug testing. Regular position: Term status Laboratory employees applying for regular-status positions are converted to regular status. Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regards to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation or preference, marital status or spousal affiliation, physical or mental disability, medical conditions, pregnancy, status as a protected veteran, genetic information, or citizenship within the limits imposed by federal laws and regulations. The Laboratory is also committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request such an accommodation, please send an email to applyhelp@lanl.gov or call 1-505-665-4444 option 1. Where You Will Work Located in northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security. LANL enhances national security by ensuring the safety and reliability of the U.S. nuclear stockpile, developing technologies to reduce threats from weapons of mass destruction, and solving problems related to energy, environment, infrastructure, health, and global security concerns. Appointment Type Regular Regular Minimum Salary 50200 Maximum Salary 77600 Contact Details Contact Name Edwards, Belinda A Email bedwards@lanl.gov Work Telephone
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