Lawrence Livermore National Laboratory

Administrative Specialist IV

Location:  Las Vegas, NV
Category:  Administrative/Management
Organization:  Engineering
Posting Requirement:  External w/ US Citizenship
Job ID: 104607
Job Code: Administrative Specialist IV (405.4)
Date Posted: December 04 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 IV to work at the Joint Laboratory Office-Nevada (JLON), located in Nevada. You will perform a full range of advanced, diverse, and sensitive administrative duties. You will support the managers, Laboratory personnel, and visitors at the Nevada Support Facility (NSF), as well as the Nevada National Security Site (NNSS). This position is in the Defense Technologies Engineering Division (DTED)/Weapon Technologies and Engineering (WTE) Program, within the Engineering Directorate.

Essential Duties
- Oversee daily administrative matters for managers; maintain multiple manager’s schedules and calendars in Outlook and SharePoint sites to include scheduling conference rooms, complex meetings, travel, and prepare expense reports.
- Independently function within a complex computing environment, working across Los Alamos National Laboratory (LANL), Lawrence Livermore National Laboratory (LLNL), Mission Support and Test Services, LLC (MSTS), and National Nuclear Security Administration (NNSA) platforms.
- Work with JLON Management team, group of scientists, engineers, and technicians. Frequent contact with high level management, internal and external to the JLON organization, assisting with assignments, actions, and deadlines; will serve as the area representative, maintain office supplies and equipment.
- Independently assess and identify actions, assist with prioritization, follow up with responsible individuals, actively track the actions, and prepare necessary documentation for closure;  extract, compile, and utilize data to prepare organizational charts, tables, graphs, and PowerPoint presentations on behalf of management.
- Compile, coordinate, proof, format, edit, and finalize a variety of documents and email messages often times on own initiative that may be sensitive, including, but not limited to correspondence, itineraries, reports, presentations, complex forms, and talking papers.
- Manage incoming and outgoing hard copy and electronic records and filing systems directly related to management policies, and general business operations, in compliance with organizational, company, and NNSA regulations, and handle, ship, and receive classified matter; serve as a Crypto User.
- Schedule conference rooms; set-up and operate a variety of audiovisual equipment, including classified and unclassified VTCs, in support of programs, presentations, and conferences.
- Perform other duties as assigned.

- Advanced secretarial and administrative skills, including highly accurate keyboarding, editing, and use of grammar and proofreading skills.
- Experience working with classified documents, and the ability to be qualified in Classified Matter Protection and Control (CMPC).
- Advanced experience managing multiple senior level management calendars with conflicting priorities, determining and communicating schedule changes throughout the day.
- Advanced written and verbal communication skills with the ability to effectively explain, present, direct, negotiate, influence, and train others.
- Advanced interpersonal skills to effectively interact and represent senior management with all levels of management, both internal and external to the Laboratory to handle sensitive and confidential issues with tact, discretion, and mature judgment.
- Advanced organizational skills, attention to detail, accuracy, flexibility, ability to prioritize multiple and complex tasks, and ability to work effectively in a demanding environment under time constraints to meet short deadlines with frequent interruptions.
- Advanced computer skills and experience with the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and the ability to learn new software quickly.
- Ability to effectively work in a multidisciplinary team environment, as well as independently.

Desired Qualifications
- Associate degree in Business or related field.
- Knowledge of DOE/NNSA guidelines for classified document handling procedures and computer security procedures.
- Knowledge and understanding of Engineering and Laboratory’s policies and procedures.

Pre-Placement Medical Exam:  A job related pre-placement medical examination may be required.

Pre-Employment Drug Test:  External applicant(s) selected for this position will be required to pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

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. Q-level clearance requires U.S. citizenship. 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.

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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