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Senior Administrative Specialist, Office of Government & External Affairs
Administrative | livermore, CA | 09/11/2023
Job Code: 405.4 Administrative Specialist IV
Organization: Office of the Director
Position Type: Career Indefinite
Security Clearance: Anticipated DOE Q clearance (requires U.S. citizenship and a federal background investigation)
Drug Test: Required for external applicant(s) selected for this position (includes testing for use of marijuana)
Medical Exam: Not applicable
Company Description
Join us and make YOUR mark on the World!
Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.
We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is essential to innovation and creativity for continued success of the Laboratory’s mission.
Pay Range
$34.63 - $42.05 Hourly
Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.
Job Description
We have an opening for a Senior Administrative Specialist to work in our dynamic and fast-paced office. You will perform a full range of advanced and complex administrative assignments with frequent interruptions and conflicting priorities which require independent judgment and follow through. In addition to being well organized and methodical, your strong attention to detail and communication skills will be needed to interact with a variety of internal and external stakeholders. This position will support the Office of Government & External Affairs (OGEA) within the Director’s Office.
In this role you will
- Represent management in daily matters to gather, clarify, coordinate, and disseminate information and activities, which will require working closely with internal and external customers and serve as a resource for organizational policies and procedures.
- Independently prepare project documentation and presentations, perform data gathering, coordinate internal and/or external document comments/reviews, compile and summarize analytical reports.
- Coordinate, select, and compile data from multiple sources for complex reports and presentations. Establish and maintain multifaceted databases, spreadsheets, and tracking systems to document; overseeing the status of action items and facilitate improvements to processes.
- Prepare, review, and/or compose administrative material for management signature and independently track action items, ensuring timely flow of paperwork.
- Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and plan, organize and coordinate complex meetings.
- Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Prepare, review, and/or compose administrative material for management signature and independently track action items, ensuring timely flow of paperwork.
- Arrange complex domestic travel and independently make complex itinerary adjustments as required.
- Support the OGEA Engagement Manager in the coordination of events and visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
- Serve as the Classified Administrative Specialist (CAS), maintain records and administrative controls for classified documents, and be a resource on all matters concerning classified documents and computer access.
- Perform other duties as assigned.
Qualifications
- Ability to secure and maintain a U.S. DOE Q-level security which requires U.S. citizenship.
- Advanced administrative knowledge and experience including accurate keyboarding, editing,grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
- Experience working as an Office Manager, Administrative Specialist, Administrative Assistant supporting a fast-paced organization.
- Effective organizational skills with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, and accuracy.
- 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.
- Proven problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
- Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
- Advanced computer skills and experience with the Microsoft Word, Excel, PowerPoint, Outlook, Entrust, Adobe Acrobat, and the ability to learn new software quickly.
Qualifications we desire
- An active Department of Energy (DOE) L-level or Q-level clearance or active Secret or Top Secret clearance issued by another U.S. government agency at the time of hire.
- Knowledge of external organizations related to (DO/PAD/Directorate) business.
- Knowledge and understanding of the Laboratory’s policies and procedures.
- Knowledge of LLNL and/or DOE policies, procedures, and requirements.
- Knowledge of LLNL business applications and processes such as LEAP, LTRAIN, ePay, VTS, CVENT and Cliqbook.
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?
- Flexible Benefits Package
- 401(k)
- Education Reimbursement Program
- Flexible schedules (*depending on project needs)
- Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity
- Our core beliefs - visit https://www.llnl.gov/diversity/our-values
- Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement
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. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship.
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.
How to identify fake job advertisements
Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.
To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf
Equal Employment Opportunity
We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. 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, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.
We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.
Reasonable Accommodation
Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory. If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.
California Privacy Notice
The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.
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