Lawrence Livermore National Laboratory



Administrative Specialist III/IV

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Engineering
Posting Requirement:  External w/ US Citizenship
Job ID: 107118
Job Code: Administrative Specialist III (405.3) / Administrative Specialist IV (405.4)
Date Posted: May 21 2020

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Join us and make YOUR mark on the World!

Come join Lawrence Livermore National Laboratory (LLNL) where we apply science and technology to make the world a safer place; now one of 2020 Best Places to Work by Glassdoor!

We have multiple openings for Administrative Specialists III/IV. 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. These positions are in the Defense Technologies Engineering Division (DTED), within the Engineering Directorate. DTED provides support to Weapons and Complex Integration (WCI) Programs.

These positions 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 management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures.
- Gather information from various sources, compile data, and prepare complex reports and presentations.
- Establish and maintain databases, spreadsheets, and tracking/filing systems.
- Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
- Organize and coordinate meetings and small conferences.
- Arrange travel and itineraries.
- Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail.
- Independently schedule appointments and maintain calendars.
- Perform other duties as assigned.

In Addition at the 405.4 Level
- Coordinate, select, and compile data from multiple sources for complex reports and presentations.
- Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Serve as a resource and interpret organizational policies and procedures.
- Manage complex calendars which includes independently determining scheduling priorities.

Qualifications
- 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.
- Effective problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
- 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.
- Experience arranging domestic and/or foreign travel.

In Addition at the 405.4 Level
- Advanced organizational skills, attention to detail, accuracy, and follow through.
- Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Advanced 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.

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 listing has multiple openings; these are Career Indefinite positions. Lab employees and external candidates may be considered for these positions.

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 $2.3 billion, employing approximately 6,900 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.