Lawrence Livermore National Laboratory

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Administrative Specialist III/IV

Location:  Tracy, CA
Category:  Administrative/Management
Job ID: 103259
Job Code: 
Date Posted: 

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We have an opening for an Administrative Specialist.  Under limited supervision, you will perform a full range of moderately difficult secretarial and task-oriented administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities.  This position is in the Site 300 Administrative Offices and will report to the Site 300 Administrator.

This position will be filled at either the 405.3 or 405.4 level depending on your qualifications.  Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.

Essential Duties
- Represent various levels of personnel and serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify and disseminate information and coordinate activities.
- Independently compose material including correspondence for signature, documents, tables, charts, reports.
- Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests, schedule appointments and maintain calendars, and review, prioritize and disseminate incoming mail.
- Arrange domestic travel and coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
- Establish and maintain databases, spreadsheets and tracking systems.
- Manage, process, protect, and control classified material and maintain records and administrative controls for classified matter utilizing a classified database.
- Process, maintain, and verify classified mail channels, sigmas, classified removable media and track and control repositories with classified assets, ensuring compliance with established classified document accountability standards.
- Assure the retention of critical weapons data as outlined by records retention guidelines.
- Perform other duties as assigned.
In Addition at the 405.4 Level
- Generate and compose complex correspondence on own initiative for management signature which may be sensitive in nature.
- Interpret institutional and organizational policies and procedures and identify and make recommendations for process improvements.
- Serve as a resource on matters concerning classified documents and security regulations, participating in audits, self-assessments, and annual accountable document inventories.

- Intermediate knowledge of office procedures, techniques, and methods with accurate keyboarding, editing, grammar, and proofreading skills.
- Effective organizational skills with experience prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy.
- Strong interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Division and Program.
- Demonstrated problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately complex administrative problems.
- Experience coordinating multiple activities, while determining and setting priorities and goals.
- Intermediate personal computer skills and experience using Microsoft Office, email, and calendaring applications and the ability to learn new software quickly Intermediate personal computer skills and experience using Microsoft Office, calendaring software, and the ability to learn new software quickly.
- Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling complex business sensitive and/or classified information, as well as personnel interactions.
- Experience compiling, tracking, and monitoring data and results
In Addition at the 405.4 Level
- Experience resolving issues and reporting data and results with advanced organizational skills to manage and complete complex projects in a multitasking environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Advanced customer service skills and advanced written/verbal communication skills to interact effectively with all level of personnel in a scientific environment.

Desired Qualifications
- Familiarity with LLNL’s Policies and Procedures.
- Knowledge of FileMaker Pro and/or large databases.
- Experience in a classified environment, including handling classified information and material.

Pre-Employment Drug Test:  External applicant(s) selected for this position will be required to pass a post-offer, pre-employment drug test.

Security Clearance:  This position requires a Department of Energy (DOE) Q-level clearance.

If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing.  If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.


Note:   This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.

Note:   This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.

Employees assigned to work at Site 300 may be exposed to the organism that causes San Joaquin Valley Fever (coccidioidomycosis).

About Us

Lawrence Livermore National Laboratory (LLNL), located in the San Francisco Bay Area (East Bay), is a premier applied science laboratory that is part of the National Nuclear Security Administration (NNSA) within the Department of Energy (DOE).  LLNL's mission is strengthening national security by developing and applying cutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance.  The Laboratory has a current annual budget of about $1.8 billion, employing approximately 6,500 employees.
Site 300 is an experimental test site operated by LLNL.  Situated on 7,000 acres in rural foothills approximately six miles southwest of downtown Tracy and 15 miles southeast of Livermore, Site 300 hosts approximately 200 employees with expertise in such fields as engineering, chemistry, biology, and environmental restoration.
LLNL is an affirmative action/ equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, protected veteran status, age, citizenship, or any other characteristic protected by law.
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