Professional Staff Assistant 1/2

What You Will DoThe Deputy Director of Science, Technology and Engineering (DDSTE) is seeking an experienced, enthusiastic, motivated, results-oriented Professional Staff Assistant (PSA) to provide professional business, operational, and programmatic support. The PSA will provide guidance for a wide variety of generalized office-related activities. The professional staff assistant should have well-rounded experience, exceptional administrative skills, a broad and established network to draw on to complete assignments, and a willingness to work on a professional team to provide effective and efficient support at the executive level.You will provide support to the Deputy Lab Director, Executive Officer and staff of the office. You will partner with existing office staff in areas of internal/external customer interface, communications, purchasing, event planning, calendar management project planning and execution, to ensure business, operational, and or programmatic consistency, efficiency, and compliance.Lower Level: Professional Staff Assistant 1 63,200- 99,00Some specific examples of the work you will do include:

Execute complex administrative and office-related functions and activities requiring sound judgement.

Interact professionally with a wide range of stakeholders at all levels, internal, external and cross-organizationally.

Work in a team environment that requires close cooperation, adaptability, taking initiative in completing tasks, and willingness to provide support wherever needed.

Support and/or coordinate complex logistics for high-level meetings/visits/events, including badging and clearance transfers as appropriate for internal and external participants.

Coordinate extensive and complex domestic/foreign travel arrangements and reimbursements.

Efficiently coordinate/manage Foreign Visit Tracking System (FVTS) requests.

Coordinate complex incoming/outgoing classified visits.

Generate internal and external correspondence.

Assist with purchasing and purchase requests

Serve as a resource regarding established institutional administrative policies and procedures.

Facilitate signature, correspondence, and action items requiring approval and see it through completion.

Higher Level Title: Professional Staff Assistant 2 69,500 - 110,300In addition to what was outlined at the lower level, at this level you will:Work as a member of the DDSTE team under the supervision of Executive Officer, the successful Professional Staff Assistant (PSA-2) will support operational efficiency, business decisions, and contribute to the administrative functions of the directorate with minimal supervision, demonstrating accuracy and attention to detail, initiative, versatility, tact and confidentiality in all matters. As a team member, this position collaborates closely with the XO, PSA in the office, other Administrative Assistants and PSA's in the directorate as well as deployed staff supporting the directorate.Work is conducted in an environment that requires close cooperation, adaptability, taking initiative in completing tasks, and a willingness to provide support where needed. Some example job duties include:

In a team environment, serve as a point of contact for the DDSTE office and communicate professionally with internal and external managers, administrators, and staff at all levels, to include the Director's Office.

Ensure consistency and standardization of administrative activities and support effort across the Division and group offices.

Coordination of facility utilization, space planning, housekeeping, maintenance, and related tasks.

Compose, prepare, and proo non-routine correspondence, reports, presentations, and other documents as required.

Provide comprehensive organizational and logistical support including organizing activities and preparing materials for many special, high-level visits, and tours.

Serve as an expert-level resource to DDSTE office staff on administrative policies and systems.

Manage the DDSTE office Guest Scientist Agreements and Lab Associate Agreements.

Oversight of some of the administrative processes for Capability Reviews across LANL.

What You NeedMinimum Job Requirements:Programmatic DevelopmentTo be considered for this role you will need to have proven competence in providing high-level administrative assistance utilizing tact, diplomacy and discretion in dealing with sensitive and in-confidence information/matters. This includes experience making sound decisions regarding appropriate disposition of correspondence and documents; receiving, transmitting, and safeguarding sensitive information; composing, preparing, and editing routine and non-routine correspondence and reports. Finally, experience with organizing and managing high-level visits, meetings, and events for both internal staff and external visitors to the Laboratory is needed.Business OperationsYou will also need demonstrated knowledge in business operations, investigating alternatives, and recommending solutions on problems affecting business, operational, security, and/or programmatic oversight of the assigned specialized area functions.Strategic CommunicationThe ability to communicate critical information to both technical and non-technical personnel. You will also need excellent customer service skills and interaction with all levels of internal and external personnel.Decision MakingTo succeed in this position you must be able to work effectively with limited oversight, taking appropriate initiative, and making decisions within defined boundaries to include making recommendations to management when appropriate.Customer ServiceOur office prides itself on providing professional, courteous, and competent customer service to all internal and external customers. We are seeking someone with superior customer service skills - someone who can build rapport with all levels of internal and external customers and someone who has and uses their established network to exceed customer demands.Communication, Teamwork, and Event ManagementIn this role you will be expected to have experience authoring and reviewing documents (i.e., memos, signature items, policies, and emails) for accuracy to ensure all materials from this office meet quality specifications prior to approval and disbursement. To be most successful, you will need to have the ability to contribute to a team, working toward the common organizational goals.Have a demonstrated eye for detail and have prior experience being accountable for receiving actions and ensuring follow-through.Computer Software ApplicationsProficiency in computer software applications (e.g., Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint) is required.Additional Job Requirements for higher level title (Professional Staff Assistant 2):Programmatic DevelopmentTo be considered for this level you will have proven competence and experience in specialized functions such as, HR processes, Records management, and high-level visits. Experience conducting analysis, design, and/or implementation of business initiatives to promote and ensure organizational objectives.Business OperationsSkills and experience in preparation of reports related to assigned areas functions. Knowledge and experience with standardized software packages, including required software for specialized functions. The ability to organize, prioritize and follow-through to completion on multiple tasks, under strict deadlines with changing priorities. Acts as a resource regarding, and providing input on changes to, policies, processes, and procedures.Strategic CommunicationExcellent oral and written communication skills. Ability to interact effectively with all levels of internal and external personnel, including networking with senior internal and external personnel.Decision MakingYou must be able to work effectively with little or no oversight, taking appropriate initiative and making decision within defined boundaries to include making recommendations to a Staff Operations Manager, Deputy Laboratory Director, executive officer and administrative staff across the Directorate.Education/Experience at lower level: Position requires a Bachelor's Degree and 2 years related experience; or, an equivalent combination of education and experience directly related to the occupation.Undergraduate coursework may be expected at this level.Education/Experience at higher level: Position requires a Bachelor's Degree and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.Desired Qualifications:LANL SystemsIt would be a plus if you had proficiency in multiple Laboratory-wide business systems (e.g., Oracle, Time and Labor, Concur, and Ariba and computer software applications (e.g., Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint).

It would also help if you had experience working in a secure environment with sensitive information.

Thorough and in-depth understanding of Laboratory structure, operations, and policies and procedures.

Executive HandlingPrior experience in an executive level position for a Laboratory, company, or government executive with extensive internal and external interfaces, complex scheduling arrangements including significant domestic and foreign travel.Work Environment: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.Where You Will WorkLocated in beautiful northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security. Our generous benefits package includes:

PPO or High Deductible medical insurance with the same large nationwide network

Dental and vision insurance

Free basic life and disability insurance

Paid childbirth and parental leave

Award-winning 401(k) (6% matching plus 3.5% annually)

Learning opportunities and tuition assistance

Flexible schedules and time off (PTO and holidays)

Onsite gyms and wellness programs

Extensive relocation packages (outside a 50 mile radius)

Additional DetailsDirective 206.2 - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2 (https://directives.nnsa.doe.gov/supplemental-directive/sd-0206-0002) . Please note that this requirement applies only to citizens of the United States. Foreign nationals are subject to a similar requirement under DOE Order 142.3A.Clearance: Q Position will be cleared to this level). Selected applicants will be subject to a background investigation conducted by or on behalf of the Federal Government, and must meet eligibility requirements for access to classified matter. This position requires a Q clearance. and obtaining such clearance requires US Citizenship except in extremely rare circumstances. Dependent upon the position, additional authorization to access classified information may be required, which may or may not be available to dual citizens. Receipt of a Q clearance and additional access authorization ultimately is a decision of the Federal Government and not of Triad.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 (https://www.directives.doe.gov/directives-documents/400-series/0472.2-BOrder-chg1-pgchg) 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. Although New Mexico and other states have legalized the use of marijuana, use and possession of marijuana remain illegal under federal law. A positive drug test for marijuana will result in termination of employment, even if the use was pre-offer.Regular position: Term status Laboratory employees applying for regular-status positions are converted to regular status.Internal Applicants: Regular appointment employees who have served the required period of continuous service in their current position are eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the required period of continuous service, they may only apply for Laboratory jobs with the documented approval of their Division Leader. Please refer to Policy Policy P701 (https://int.lanl.gov/policy/documents/P701.pdf) for applicant eligibility requirements.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 regard to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation, 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.