Lawrence Livermore National Laboratory



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Division Office Personnel Administrative Specialist

Location:  Livermore, CA
Category:  Administrative/Management
Job ID: 103757
Job Code: 
Date Posted: 

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Science and Technology on a Mission!

For more than 60 years, the Lawrence Livermore National Laboratory (LLNL) has applied science and technology to make the world a safer place.

We have an opening for a Division Office Personnel Administrative Specialist. Under minimal supervision, you will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment and follow through. This position is in the Design Physics (DP) Division/Weapon Physics and Design (WPD) Program and within the Weapons and Complex Integration (WCI) Directorate.

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 hiring and onboarding activities.
- Independently compose correspondence for signature.
- Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail.
- Identify and make recommendations for process improvements.
- Independently schedule appointments and maintain calendars to accommodate interview scheduling, onboarding, and start dates for new employees.
- Serve as an administrative team member and assist with special projects within but not limited to hiring and onboarding.
- Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
- Perform other duties as assigned.

Qualifications
- Advanced secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
- Excellent organizational skills, attention to detail, accuracy and follow through.
- Experience working under minimal supervision, in a multitask Division Office environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Excellent communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
- Excellent problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
- Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
- Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
- Experience arranging complex domestic and/or foreign travel.

Desired Qualifications
- Familiarity with LLNL’s Policies and Procedures.
- Demonstrated knowledge of LLNL’s hiring process to include LHIRE and LAPIS
- Familiarity with FileMaker Pro and large databases.

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 an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire. 

 

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

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.

 

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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