JD- Administrative Assistant

Location : Los Alamos, New Mexico (ON-SITE)

Job Description:

Job Description/Summary
Provides administrative support for a wide variety of generalized office-related activities. Specific duties may include but are not necessarily limited to meeting and checking in customers at the front desk; tracking and conveying messages; instructor support (course materials, etc.); maintaining electronic and hard-copy files; 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.

Job Duties
1. Safety and security are a primary responsibility for all Laboratory employees. Assures safety and security compliance, maintains required safety and security training, 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.
2. Provides clerical support such as copying, shredding, and/or delivers messages, documents, packages, and other items to offices within the building.
3. Operates standard office equipment.
4. Performs general support task for supervisory and/or non-supervisory employees as well as tracking databases.
5. Performs common administrative and office-related functions and activities requiring occasional deviation from accepted practice or basic problem solving.
6. Assists in the preparation of simple internal and external correspondence requiring close supervision and detailed instruction.
7. Tracks a variety of internal and external correspondence, reports, and forms.
8. With direction, reviews, prioritizes, tracks, and distributes incoming and outgoing messages and actions, including electronic and hardcopy mail, utilizing established databases and/or systems.
9. Maintains electronic and hard-copy files in established systems.
10. May handle sensitive information.
11. May serve as initial point of contact for customers.
12. Develops knowledge of and follows all Laboratory and industry regulatory guidance and governance specific to administrative policies and procedures under supervision.
13. Fosters a mutually respectful and inclusive work environment that is free from discrimination and harassment.

Job Knowledge

• Basic knowledge of and experience in providing administrative services and activities, including general office management. Knowledge of and experience with office-interfacing software packages (Outlook, Excel, Word).
• Basic knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures. Familiarity with governmental regulations and potential environmental impacts related to administrative practices.
• Basic skills in the preparation and formatting of correspondence, reports, and/or presentations.
• Demonstrated oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
• Demonstrated customer service skills.
• Ability to effectively work in a team environment and interact with all levels of personnel.
• Ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
• Ability to work with sensitive information and/or classified matter.

Education
Position requires a High School Diploma and 2 years related experience; or an equivalent combination of education and experience directly related to the occupation.

Contacts

• Regular contact with all levels of Laboratory staff and management to provide office-related, administrative support activities and information.
• Possible 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.

Job Type: Contract

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Office administration: 5 years (Preferred)
• Records management: 5 years (Preferred)
• Vendor management: 5 years (Preferred)
• communication among teams: 5 years (Preferred)

Ability to Commute:

• Los Alamos, NM (Required)

Ability to Relocate:

• Los Alamos, NM: Relocate before starting work (Required)

Work Location: In person