Professional Staff Assistant 1/2

About the role

This position will be filled at either the Professional Staff Assistant 1/ Professional Staff Assistant 2 level, depending on the skills of the selected candidate. Additional job responsibilities will be assigned if the candidate is hired at the higher level.

Responsibilities

• Provide support for the National Security Artificial Intelligence (NSAI) Office.
  • Maintain a professional office environment while independently managing responsibilities with a high degree of accountability, accuracy, attention to detail, versatility, tact, and confidentiality.
  • Provide professional-level guidance and high-level administrative support across business and operational areas, advise management on a broad range of issues, and serve as the office's primary point of contact for external personnel and visitors.
  • Reduce the administrative burden on management and technical staff by coordinating data calls in support of the national Genesis Mission, documenting and distributing meeting minutes across work groups, and supporting special projects and initiatives.

Requirements

• Executive Administrative Support Experience providing administrative support in a busy environment requiring office management including safety, security, correspondence, records management, travel, time and effort, complex calendar management, meeting scheduling and logistics, and executing procurements.
• Demonstrated experience directly supporting senior managers or leadership.
• Excellent record of dependability, availability, attendance, punctuality, and proven customer service skills.
• Calendar Management Demonstrated experience providing calendar management, planning logistics, managing schedule conflicts, and arranging for local and cross-organizations meetings.
• Business Systems Demonstrated experience with business systems (i.e. Time and Labor, Travel, Purchasing) including experience with Microsoft applications (e.g., Word, Excel, PowerPoint, Outlook, 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 and Collaboration Excellent interpersonal, verbal, and written communication, grammatical proficiency, formatting, and editing capabilities expected at this level.
• Demonstrated ability to develop networks effectively with other administrative staff and key contacts outside own area of expertise, both internal and external to the organization.

Qualifications

• Minimum Job Requirements:
  • Executive Administrative Support Experience providing administrative support in a busy environment requiring office management including safety, security, correspondence, records management, travel, time and effort, complex calendar management, meeting scheduling and logistics, and executing procurements.
  • Demonstrated experience directly supporting senior managers or leadership.
  • Excellent record of dependability, availability, attendance, punctuality, and proven customer service skills.
  • Calendar Management Demonstrated experience providing calendar management, planning logistics, managing schedule conflicts, and arranging for local and cross-organizations meetings.
  • Business Systems Demonstrated experience with business systems (i.e. Time and Labor, Travel, Purchasing) including experience with Microsoft applications (e.g., Word, Excel, PowerPoint, Outlook, 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 and Collaboration Excellent interpersonal, verbal, and written communication, grammatical proficiency, formatting, and editing capabilities expected at this level.
  • Demonstrated ability to develop networks effectively with other administrative staff and key contacts outside own area of expertise, both internal and external to the organization.
• Additional Job Requirements for Professional Staff Assistant 2:
  • Project Management Demonstrated skills in organizing, prioritizing, and following through to completion on multiple tasks within a project, often with minimal supervision.
  • The proven ability to work effectively under pressure of deadlines, interruptions and changing priorities with a high degree of accuracy and attention to detail.
  • Mentorship Experience providing mentorship, training, and coaching less experienced administrative staff.

Education/Experience

• Professional Staff Assistant 1: Position requires a Bachelor's Degree and 2 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
• Professional Staff Assistant 2: 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

• Knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
• Active classified computing account; current Classified Matter Custodian (CMC)UTrain AdministratorAriba purchasing/procurement experienceFamiliarity with contract administration
• Active P-Card holder

Work Environment

• Work Location: This position is full-time on-site position, located in Los Alamos, NM.
• 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.
• Note to Applicants: Along with your resume, please include a detailed cover letter explaining how you meet each of the minimum requirements and any of the desired qualifications.