Los Alamos National Laboratory Administrative Assistant
- 18 Jobs
Administrative Assistant 3
**What You Will Do**
The Weapons Stockpile Modernization Division (Q-DO) is seeking a highly-motivated, energetic, customer service focused administrator to provide professional business and high-level administrative support for a wide variety of generalized office-related activities. You must be an excellent problem-solver, able to anticipate challenges and obstacles and tactfully resolve them while providing professional administrative support to the Division Office, group level management, first line managers, and staff members. While executing your responsibilities, you will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, confidentiality and flexibility. This position will report to the Division's Staff Operations Manager and will work closely in creating a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed while serving as a point of contact, resource, and role model for administrative staff throughout Q Division.
Job duties include, but are not limited to the following:
+ Manage calendars for the group leadership and conference rooms as requested.
+ Manage incoming and outgoing correspondence, documents, and signature items for the group leadership.
+ Execute complex administrative and office-related functions and activities - requiring sound judgement and a high degree of initiative - while balancing the diverse needs of the group.
+ Arrange domestic and international travel and coordinate reimbursements.
+ Serve as a timekeeper for the group.
+ Serve as a Designated Procurement Representative (DPR) and P-Card holder.
+ Prepare and track clearance transfers and visits.
**What You Need**
**Minimum Job Requirements:**
**Administrative Support**
Demonstrated proficiency in providing high-level administrative support in a busy office environment requiring complex calendar management, domestic and foreign travel, procurement, meeting scheduling/logistics, visitor processing, accurate data entry and tracking, and time keeping. Experience with solving problems, developing and implementing solutions, and innovating business practices to ensure customer satisfaction at all levels.
**Organization and Time Management**
Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment. Experience working with sensitive, personnel related information. Demonstrated record of dependability, availability, attendance, and punctuality.
**Business Systems**
Demonstrated knowledge and experience with Webex, Google Docs, Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, and Word). Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations. Willingness to serve as a designated procurement representative (DPR).
**Communication**
Excellent interpersonal, verbal and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations. Experience with proofreading, grammar, spelling, punctuation with a high level of accuracy and attention to detail.
**Personal Leadership**
Demonstrated ability to calmly manage interruptions and changing priorities; to complete assignments with or without established procedures; and be available and dependable.
**Education and Experience**
Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.
**Desired Qualifications:**
**Business Systems**
Proficiency in multiple Laboratory-wide business systems, iProcurement, Concur, UTrain) and computer software applications (e.g., Microsoft PowerPoint and SharePoint). Thorough and in-depth understanding of Laboratory structure, operations, and policies and procedures. Experienced in handling sensitive information and escorting responsibilities for CVTCs.
**Clearance**
Applicants must currently hold, or have the ability to obtain a Q clearance, which normally requires U.S. citizenship.
**Location:** This position will be 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. The position commitment for this position is 1 year.
**Note to Applicants:**
For full consideration: please upload a copy of your resume and a cover letter detailing how you meet the minimum and preferred qualifications of the position.
**Where You Will Work**
Located 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 maternity 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 Details**
**Directive 206.2** - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2. 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 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 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 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.
Employment StatusFull Time$51k-63k yearly est.8d ago
Administrative Assistant 3
Located in beautiful northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security.$51k-63k yearly est.26d ago
Administrative Assistant 4
+ Experience with LANL business systems, (CAR, Concur, iExpense, Oracle, SharePoint).$51k-63k yearly est.45d ago
Administrative Assistant 3
**What You Will Do**
The Theoretical Division (T-DO) is seeking a highly motivated, energetic, customer-focused, and experienced administrators to provide support to multiple managers and staff that includes scientists, postdoctoral associates, and students. The candidate must be able to team across T Division and LANL support organizations to fulfill our mission. This position reports to the Staff Operations Manager but will support groups in a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed.
The selected candidate will be the primary interface to the group office: arrange travel, procurement, providing administrative support to the managers and member of the group, and serving as a point of contact for students and visiting scientists. You must be an excellent problem-solver, able to anticipate challenges and obstacles and tactfully resolve them while providing professional administrative support to the Division Office, group level management, staff, students, and visitors. While executing your responsibilities, you will maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, confidentiality, and flexibility.
+ Manage calendars for the group leadership and conference rooms as requested.
+ Manage incoming and outgoing correspondence, documents, and signature items for the group leadership.
+ Execute complex administrative and office-related functions and activities - requiring sound judgement and a high degree of initiative - while balancing the diverse needs of the group.
+ Arrange domestic and international travel and coordinate reimbursements.
+ Serve as a timekeeper for the group.
+ Serve as a Designated Procurement Representative (DPR) and P-Card holder.
+ Prepare and track Guest Agreements and Foreign Visits.
+ Maintain complete, auditable office records and independently process, review, verify, and track administrative data to ensure accuracy and completeness.
**What You Need**
**Minimum Job Requirements:**
**Administrative Support:**
+ Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed.
+ Demonstrated ability completing action items and tracking them to closure.
+ Ability to learn, understand, and follow institutional policies and procedures.
+ Proven ability to build effective working relationships and networks.
**Organization and Time Management:**
+ Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment.
+ Demonstrated record of dependability, availability, attendance, and punctuality.
+ Demonstrated experience making decisions and resolving complex problems both independently and as a team member using judgment and creativity to determine the approach or action to take in non-routine situations.
**Business Systems:**
+ Computer skills in MS Office Suite (Word, Excel, PowerPoint, Outlook, Sharepoint, MS Teams, Adobe Acrobat, etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, FVTS, Concur, etc.).
+ Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations.
+ Experience with procurement systems, including willingness to hold a corporate purchase card.
**Communication:**
+ Excellent verbal and written communication skills, including proofreading, grammar, spelling, punctuation with a high level of accuracy and attention to detail.
+ Excellent customer service skills.
**Personal Leadership:**
+ Demonstrated ability to calmly manage interruptions and changing priorities; complete assignments with or without established procedures; and be available and dependable.
+ Experience utilizing tact, diplomacy, and discretion in dealing with sensitive and confidential information.
**Education/Experience:** Position requires a high school diploma and 3 years related experience; or, and equivalent combination of education and experience directly related to the position.
**Desired Qualifications:**
+ Experience in the use of Lab-wide systems including Oracle, Time and Labor, CMS, Concur, WebEx, and iExpenses.
+ Designated Procurement Representative (DPR) experience including willingness and ability to obtain and use a purchase card for the group and experience with Ariba.
+ Advanced-level knowledge of the Laboratory's organizations and administrative policies and procedures.
+ Demonstrated experience with the process of bringing visitors to LANL, including non-US citizens via the Foreign Visits Tracking System (FVTS).
+ Ability to obtain Q-clearance, which normally requires U.S. Citizenship
+ Demonstrated ability to mange complex calendars and coordinate meetings
**Location:** This position will be 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. The position commitment for this position is 1 year.
**Note to Applicants:** For full consideration, applicants MUST submit their resume and a detailed cover letter addressing all the requirements of the position.
**Where You Will Work**
Located 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 Details**
**Directive 206.2** - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2. 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.
**No Clearance:** Position does not require a security clearance. Selected candidates will be subject to drug testing and other pre-employment background checks.
**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 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 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.Employment StatusFull Time$51k-63k yearly est.57d ago
Administrative Assistant 3/4
Los Alamos National Laboratory is looking for an experienced Administrative Assistant to support our Operational Performance Assurance Group.$54.6k-84.5k yearly21d ago
Administrative Assistant 3 /4
This person will lead administrative processes and be a resource on LANL administrative policy for staff within the group.$56.3k-87.2k yearly34d ago
Administrative Assistant 3/4
If yes, then we invite you to join the Nuclear Engineering and Nonproliferation Division (NEN) at Los Alamos National Laboratory!$56.3k-87.2k yearly60d+ ago
Space Instrument Realization Administrative Assistant (Administrative Assistant 4)
The Intelligence and Space Research (ISR) division is seeking an Administrative Assistant to join our collaborative and dynamic team! As the ISR-5 Administrative Assistant, you will provide high-level professional administrative support to your ISR colleagues, including managers and staff. You will work closely with ISR-5 Group Leadership, your Administrative Assistant peers in other groups, and staff members across ISR in creating and maintaining a team environment marked by close cooperation, adaptability, regular communication, and a willingness to provide support where needed while serving as a point of contact, and resource.$51k-63k yearly est.60d+ ago
Group Office Admin (Administrative Assistant 3/4)
**What You Will Do**
The successful candidate(s) will serve as an integral member of the administrative team in the Actinide Analytical Chemistry (C-AAC) group in Chemistry Division. The candidate must be able to work independently with minimal supervision, establish and balance priorities, and be capable of handling personnel and sensitive matters with tact and discretion, and effectively team with others.
**The positions will be filled at either the Administrative Assistant 3 or 4 level, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level.**
**Administrative Assistant 3 ($46,300-$71,400)**
+ Time and effort administration
+ Foreign and domestic travel
+ Calendar management
+ Designated procurement representative
+ Small event coordination
+ Visitor and foreign national processing
+ Group Office records management
+ Generating and routing various requests for lab services and approval
+ Developing and routing forms and correspondence
+ Maintenance of organizational rosters and materials
+ Access control and/or key custodian
+ Serve as point of contact for dosimetry and/or Human Reliability Program
**Administrative Assistant 4 ($56,300 - $87,200)**
+ In addition to what was outlined at the lower level, the Administrative Assistant 4 will be required to:
+ Establish organization processes and protocols that facilitate performance of administrative tasks
+ Initiate and track onsite service agreements and university contracts from need to execution
+ Conference and workshop planning and coordination
+ Assist Group Office with managing Issues Management (IM) issues
+ Plan and coordinate classified visits
+ Serve as a classified matter custodian
+ Serve as a Super Designated Procurement Representative (DPR) for organization
+ Track group training
+ Assist with tracking organization's Integrated Work Documents (IWD)
+ Mentor/train other administrative staff
**What You Need**
**Minimum Job Requirements:**
**Administrative Support**
Advanced knowledge and experience with general office management and demonstrated administrative skills. Demonstrated ability to organize, prioritize, and completion of multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities. Proficient in the preparation and formatting of correspondence, reports, and/or presentations. Advanced experience working with sensitive information and/or classified matter.
**Business Systems**
Experience in the use of standard office software, such as Microsoft Word, Excel and Powerpoint.
**Communication**
Excellent oral and written communication skills, including proofreading, grammar, spelling, punctuation, accuracy, attention to detail. Excellent customer service skills.
**Personal Leadership**
Demonstrated ability to effectively work in a team environment and interact with all levels of internal and external personnel. Must have an excellent record of dependability, availability, attendance, and punctuality.
**Additional Job Requirements for Administrative Assistant 4:**
In addition to the requirements outlined above, qualification at the higher level requires:
**Administrative Support**
Expert-level experience providing high-level administrative support in a busy office environment requiring knowledge of an extensive body of rules and specialized functions, such as travel, procurement, complex calendar management, and meeting scheduling/logistics. Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations.
Highly proficient at organizing, prioritizing, and completion of multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
**Business Systems**
Expert-level knowledge and experience with Microsoft Office, including the demonstrated ability to independently interpret data and information to produce advanced Word documents, Excel spreadsheets, and PowerPoint presentations.
**Communication**
Expert-level experience in making independent decisions and using good judgment when completing work tasks.
**In addition to a resume, please provide a detailed cover letter addressing both the required and desired skills listed for this position.**
**Administrative Assistant 3 Education Required:** Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
**Administrative Assistant 4 Education Required:** Position requires a High School Diploma and a minimum of five years of related experience, or an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be expected.
**Desired Qualifications:**
+ Knowledge and/or experience with LANL's administrative policies & procedures, and a working knowledge of the Laboratory's structure.
+ Competency in standard business applications (e.g., Oracle e-Business Suite applications, Oracle Time and Labor Concur, Foreign Travel System, Ariba, Authorities System, Foreign Visits Tracking System, iProcurement, etc.).
+ Knowledge of the Laboratory's organizational structure and administrative policies, practices and procedures.
+ Ability to obtain Q clearance, which normally requires US citizenship.
**Location:** This position will be 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. The position commitment for this position is 1 year.
**Where You Will Work**
Located 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 maternity and parental leave
+ Award-winning 401(k) (6% matching plus 3.5% annually)
+ Learning opportunities and tuition assistance
+ Flexible schedules and time off (paid sick, vacation, and holidays)
+ Onsite gyms and wellness programs
+ Extensive relocation packages (outside a 50 mile radius)
**Additional Details**
**Directive 206.2** - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2. 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 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 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 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.
Employment StatusFull Time$56.3k-87.2k yearly5d ago
We are looking for a motivated, professional, and experienced individual to primarily provide administrative support to Integrated Deterrence activities in Los Alamos National Laboratory's (LANL) National Security and International Studies (NSIS) office.$63k-80k yearly est.60d+ ago
Located in beautiful northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security.$68k-81k yearly est.60d+ ago
LDRD Professional Staff Assistant 1/2
**This position will be filled at either the Professional Staff Assistant 1 or 2 level, depending on the skills of the selected candidate. As a Professional Staff Assistant 1, you will coordinate and provide administrative support to LDRD program leadership for oversight of funded LDRD projects, from project start through close-out and post-project updates. In addition to what was outlined at the lower level, the Professional Staff Assistant 2 will also hold lead responsibility for various operational and business processes within the LDRD office, including conceiving and/or implementing improvements to these processes, with minimal supervision from the Program Director and Deputy Program Director. The Professional Staff Assistant 2 will also be tasked to assist or lead in other areas that might include information management systems or communications, as assigned by the LDRD leadership team. **Additional Job Requirements for Professional Staff Assistant 2:**$65.7k-104.4k yearly15d ago
Professional Staff Assistant 2
The Professional Staff Assistant (PSA) will support one of the groups within the Actinide Material Power Processing Division. There will also be frequent interactions with the Division Office Staff Operations Manager and the Division Office Professional Staff Assistant.$67k-80k yearly est.35d ago
Professional Staff Assistant 2
Prototype Fabrication Division (PF) is looking for an energetic, customer-focused Professional Staff Assistant (PSA) to join our team.$67k-80k yearly est.57d ago
Professional Staff Assistant 3
**Location:** This position will be located in Los Alamos, NM.$67k-80k yearly est.53d ago
Professional Staff Assistant 2
The Sensitive and Special Operations (SSO) Division at the Los Alamos National Laboratory is seeking highly motivated, customer service focused, and highly experienced individual to provide administrative, operational, and professional staff assistance both on our IT Help Desk and as a liaison to our students and new hires.$67k-80k yearly est.57d ago
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