Lawrence Livermore National Laboratory

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Administrative Specialist III

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Office of the Director
Posting Requirement:  External DOE Q or Top Secret
Job ID: 104092
Job Code: Administrative Specialist III (405.3) / Administrative Specialist IV (405.4)
Date Posted: August 10 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 lll/IV.Under limited supervision, you will perform and prioritize a full range of administrative assignments in a dynamic and fast-paced environment. This position is in the Counterintelligence (CI) Program.

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
- Exercise tact and diplomacy in representing counterintelligence program management on administrative functions and when interfacing with all levels of management internally, as well as with outside partners.
- Screen telephone calls, direct inquiries to appropriate CI personnel, and serve as a resource in daily routine matters and on organizational policies and procedures.
- Provide access control (badging) for visitors to the laboratory, as well as verify access within program space.
- Support and coordinate counterintelligence program processing of Foreign Visits & Assignments and Foreign Travel and regularly compile associated reports.
- Gather information from various sources, compile data and prepare complex reports, presentations, and database records.
- Independently schedule appointments and maintain calendars, and monitor staff training compliance in LTRAIN.
- Organize and coordinate visits/meetings with external partners, including verification of security clearances, badge processing, and disseminating information as needed.
- Arrange local and domestic travel.
- Perform other duties as assigned.
In Addition, at the 405.4 Level
- Coordinate, select, and compile data from multiple sources for both classified and unclassified correspondence, and prepare complex reports, presentations, and database records.
- Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees.
- Assist with drafting and updating Program Standard Operating Procedures (SOPs) and awareness materials.

- 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 and experience prioritizing multiple tasks in an environment with rapidly changing priorities, deadlines, and frequent interruptions; while maintaining flexibility, attention to detail, accuracy, and follow-through.
- Strong interpersonal and communication skills, mature judgment, tact and discretion necessary to interact effectively with a diverse workforce, and with all levels of management, internal and external to LLNL.
- Ability solving problems of limited scope and complexity; identifying and making recommendations for process improvements; as well as developing and implementing new techniques and procedures.
- Intermediate computer skills and experience with Microsoft Office Suite, and database and calendaring software, and the ability to learn new software quickly.
- Experience working effectively as a team member as well as independently.
- Experience arranging local and domestic travel.
In Addition, at the 405.4 Level
- Excellent interpersonal and advanced communication skills necessary to interact effectively with a diverse workforce and represent the program with all levels of management, internal and external to LLNL.
- Advanced organizational skills and experience working under minimal supervision in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Advanced-level decision making, and ability to independently solve problems of broad scope and complexity; including anticipating, identifying, and independently recommending appropriate actions and solutions to complex administrative problems.

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.  Also, you must have the ability to obtain and maintain Sensitive Compartmented Information (SCI) access.  Please note that your current active Q or Top Secret clearance with DOE or another agency does not guarantee DOE SCI access approval; if you are denied access, you may be subject to reinvestigation of your existing Q or Top Secret clearance. Applicants selected will be subject to a Federal background investigation, a CI-scope polygraph, and must meet requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing. 


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.