Lawrence Livermore National Laboratory



Weapons Infrastructure Program Administrative Specialist

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Weapons and Complex Integ
Posting Requirement:  External DOE Q or Top Secret
Job ID: 103904
Job Code: Administrative Specialist III (405.3) / Administrative Specialist IV (405.4)
Date Posted: June 08 2018

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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 an Administrative Specialist to support the Weapons Infrastructure Program and management team.  You will be a conduit for internal and external interactions in a highly dynamic office and will work with program management on a daily basis. You will interact with all levels of management both internal and external to WCI and the Laboratory, to include both the DOE and DoD communities.  You will perform a full range of moderately difficult to complex administrative assignments in a dynamic and rapidly changing environment with critical deadlines and conflicting priorities. This position is in the Weapons and Complex Integration (WCI) Principal Directorate Office.

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 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.

- Serve as an administrative team member and assist with special projects.

- Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.

- Perform other duties as assigned. 

 

In Addition at the 405.4 Level

- Prepare, review, and/or compose administrative material for management signature and independently track action items, ensuring timely flow of paperwork.

- Coordinate, select, and compile data from multiple sources for both classified and unclassified correspondence, complex reports, and presentations.

- Compose administrative material of a sensitive nature for signature.  Interpret institutional and organizational policies and procedures.

 

Qualifications

- Secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.

- Effective organizational skills, attention to detail, accuracy and follow through.

- Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.

- Effective communication and interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.

- Demonstrated problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.

- Demonstrated ability to be self-motivated and flexible, exercising discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.

- Intermediate computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

In Addition at the 405.4 Level

- Advanced experience compiling, tracking, monitoring, resolving, and reporting data and results with advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.

- Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling complex business sensitive and classified information, as well as personnel interactions.

- Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact effectively with all level of personnel in a scientific environment.

Desired Qualifications

- Experience arranging domestic and/or foreign travel.

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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