Administrative Specialist - Active Clearance Required

Job Description

We have an opening for an Administrative Specialist. You will work independently, perform a full range of moderately difficult secretarial and tasked administrative assignments in an expeditious environment with frequent interruptions and conflicting priorities.

This position will be in the Strategic Deterrence Directorate.

This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

In this role, you will :

• Represent management and serve as a resource in daily routine matters; serve as a resource on organizational procedures.
• Gather information from multiple sources, compile data and prepare complex reports and presentations.
• Independently compose correspondence for signature.
• Screen telephone calls, independently answer inquiries, make appropriate referrals, complete requests; process and disperse incoming mail.
• Independently schedule appointments and maintain calendars.
• Create and maintain databases, spreadsheets, and tracking / filing systems.
• Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information distribution.
• Arrange travel and itineraries.
• Recognize and support plans to promote and foster a culture of inclusion, diversity, equity, and accountability within the workplace.
• Perform other tasks as assigned.

Additional job responsibilities at the level

• Compose administrative sensitive material for signature.
• Interpret institutional and organizational procedures.
• Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and coordination of multiple attendees.

Qualifications

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another government agency at the time of hire.
• Experience includes accurate keyboarding, editing, grammar, and proofreading skills, knowledge of office procedures, techniques, and methods.
• Proficient in organization; including details and accuracy.
• Experience working in an environment with altering priorities, deadlines, and frequent interruptions.
• Proficient in communicating along with the soft skills necessary to work with a diverse workforce and represent us with all levels of management, internal and external to the Laboratory.
• Ability to identify and make recommendations for administrative problems.
• Demonstrated independence and mature judgment in handling business sensitive and classified information, and personnel interactions.
• Knowledge of computer software; to include a variety of databases, calendaring, and the capability to gain knowledge of new software.

Additional qualifications at the level

• Excellent organizational skills while in an environment of altering priorities, deadlines, and frequent interruptions.
• Advanced experience compiling, tracking, monitoring, resolving, and reporting data and results.
• Exemplify a high degree of mature judgment in handling complex business sensitive and classified information, and personnel interactions.
• Exemplify advanced customer service and communication; both written and verbally, with all levels of personnel in a scientific environment.

Qualification We desire

Demonstrated ability / commitment to promote and value inclusion, diversity, equity, and accountability principles in the workplace.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!
• Flexible
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit
• Our core beliefs - visit
• Employee engagement - visit

Security Clearance

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

Pre-Employment Drug Test

External applicant(s) selected for this position must 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.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

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