Position Overview
As an Administrative Assistant 4, provide executive-level administrative assistance to the X-3 Group Office. This position will work in a team environment to provide support and act as a resource to the Group Office staff. The person in this position interacts with personnel in the Laboratory, senior management, NNSA, DOE, DOD, and corporate executives regarding relevant administrative operations. The Group Office Administrator works independently to establish priorities for deadlines, commitments, schedules, and arrangements and works with other administrative staff in a team environment that requires close cooperation, adaptability, and willingness to provide support as needed. The person in this position is responsible for maintaining a professional office atmosphere, will be self-motivated in assuming responsibility with minimal supervision, and must demonstrate initiative, versatility, accuracy, tact, and discretion in sensitive and classified matters. As one of the X-3 Group Office Administrators, be responsible for planning, coordinating and managing X-3 Group tours of computing facilities to staff, students, management and government officials at all levels. The Group Office Administrator will also be expected to have familiarity with records management and records management systems. The Group Office Administrator will independently respond to requests by researching appropriate policies and procedures and providing information as required and perform as a classified document custodian. Specific responsibilities will include reviewing and prioritizing incoming correspondence and deciding on appropriate distribution; arranging logistics for cross-organizational meetings; making domestic and foreign travel arrangements; receiving, transmitting, and/or safeguarding classified and sensitive information; composing, preparing and editing routine and non-routine correspondence and reports; and assisting with special projects, as needed. This position entails support of Group Offfice management providing expert calendar support, and independently coordinating commitments with other senior managers' staff and appropriate contacts. Requires flexibility in work schedule to accommodate essential deadlines when needed. Extensive experience and demonstrated competence in administrative assistance, office management, and teaming with others in a very busy, professional, and complex office environment. Proven excellence in calendar and email management of high-level managers. Experienced with development of administrative workflow mechanisms to enhance office efficiency and effectiveness. Demonstrated experience making independent decisions, researching, analyzing, solving problems, and with organizing and prioritizing tasks, taking initiative, and coordinating and assuming responsibility for projects including following through to completion. Demonstrated ability to work effectively and calmly under pressure of multiple deadlines, frequent interruptions, and changing priorities. Interact effectively and professionally with all levels of staff, administrators, and management within X Group, the Laboratory, and external organizations. Proficiency in using PC or Mac platforms with knowledge of Microsoft Word, Excel, PowerPoint, Meeting Maker, Adobe Acrobat and Eudora. Experience and expertise in Laboratory computer systems such as Time & Effort, Travel and the Purchasing system. Demonstrated experience in protocol and planning events for large groups and tours of students, staff, management and government officials. Excellent interpersonal skills and proven experience working both independently and as an effective, enthusiastic team member. Excellent oral and written communication skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail. Demonstrated experience in safeguarding classified information with working knowledge of all security regulations and requirements.
Key Position Requirements
Experience in administrative planning, organizing, and coordinating special conferences. Knowledge of Laboratory organizational structure and administrative policies, procedures and systems. Extensive experience in organizing meetings with high-level staff, both internal and external to the Laboratory. Experience in records management and quality control. CMPC Training and experience as a CMC. Ability to complete and pass training for Purchase Card Holder and other required DPR training.
Summary
Provides administrative support for a wide variety of generalized office-related activities. Specific duties may include, but are not necessarily limited to: tracking and conveying messages; generating internal and external correspondence; maintaining electronic and hardcopy files; coordinating calendars, schedules, meeting logistics, and travel arrangements; ordering supplies; and serving as a resource for staff regarding established administrative policies and procedures.
NOTE: This function is most closely related to generalized office and/or clerical support activities.
For functions more closely related to professional support activities requiring specialized knowledge of functions, organizations, and/or programs, see:
Professional Staff Assistant
For positions more closely related to the professional administrative management of business, operational, and/or programmatic activities, see:
Chief of Staff
Job Duties
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Safety and security are a primary responsibility for all Laboratory employees. Maintains required safety and security training, assures safety and security compliance, and makes safety and security an integral part of every task, including taking the necessary steps to stop work if continuing the job is unsafe or compromises security.
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Performs complex administrative and office-related functions and activities requiring considerable judgment, high degree of initiative, and independent action.
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Generates a variety of internal and external correspondence, reports, and forms, typically requiring minimal supervision and often without established instruction.
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Reviews, prioritizes, tracks, and distributes incoming and outgoing messages and actions, including electronic and hardcopy mail and faxes, utilizing established or self-developed databases and/or systems.
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Maintains electronic and hardcopy files in established or self-developed systems.
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Coordinates multiple calendars and complex schedules.
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Compiles and organizes, and may research and develop briefing and meeting documentation.
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Coordinates logistics, scheduling, and announcement of meetings and conferences.
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Coordinates domestic and foreign travel arrangements and reimbursements.
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May enter time and effort reporting for assigned employees.
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May handle sensitive information and/or classified matter.
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May serve as an escort to visitors and uncleared and/or L-cleared personnel.
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May serve as the designated procurement representative and maintain related records and documents.
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May serve as the key/core custodian.
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Serves as point of contact and as a resource for internal offices and external agencies.
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Acts as a resource to staff for established processes, procedures, and guidelines.
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May establish organization-specific administrative practices and procedures.
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May assist in the research, analysis, and implementation of business initiatives in support of management objectives.
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Understands and adheres to all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures.
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Ensures all results, materials, processes, and final products meet quality specifications and are completed according to established requirements.
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Fosters a mutually respectful work environment that is free from discrimination and harassment.
Job Knowledge
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Expert-level knowledge of and experience with the provision of administrative services and activities, including general office management.
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Expert-level knowledge of and experience with office-interfacing software packages.
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Expert-level knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
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Knowledge of governmental regulations and potential environmental impacts related to administrative practices.
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Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations.
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Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
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Excellent customer service skills.
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Ability to effectively work in a team environment and interact with all levels of internal and external personnel, including the ability to network with all levels of internal and external personnel.
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Successfully demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
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Ability to work with sensitive information and/or classified matter.
Education
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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.
Direction
A. Supervision Received
B. Supervision Exercised
C. Contacts
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Regular contact with all levels of Laboratory staff and management to provide office-related, administrative support activities and information.
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Regular contact with sources and affiliates external to the Laboratory to receive and/or convey messages and information.
This description is not intended to be a complete statement of every aspect of the position, but rather to act as a guide to the essential functions to be performed. Assigned functions of this job may vary, and other duties and responsibilities may be assigned or changed at the discretion of management.
Pre-Employment Drug Test
The Laboratory requires successful applicants to complete a pre-employment drug test and maintains a substance abuse policy that includes random drug testing.
Government Conflict of Interest
To ensure that you and LANL avoid any potential conflicts of interest, all current/former Government Officials must read and respond, if applicable, to the LANL Applicant Disclosure Form.
Contact
For specific questions about the status of this job, call (505)664-6947
