Administrative Specialist IV - Atmospheric, Earth, and Energy Di

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 dedicated to fostering a culture that values individuals, talents, partnerships, ideas, experiences, and different perspectives, recognizing their importance to the continued success of the Laboratory's mission.

Pay

$37.25 - $44.72 Hourly

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee's position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Job Description

We have an opening for an Administrative Specialist IV in the Atmospheric, Earth, and Energy Division (AEED) of the Physical & Life Sciences Directorate. This position will interact with all levels of management both internal and external to the Laboratory. The position encompasses a full range of moderately difficult to complex administrative assignments in a rapidly changing environment with critical deadlines and conflicting priorities requiring a high degree of flexibility, discretion, and tact in handling extremely sensitive and/or classified information.

You will

• Represent management daily to gather, clarify, communicate, and disseminate information and coordinate activities; respond to all levels of management regarding administrative matters, both internal and external to the laboratory.
• Coordinate internal and external visits, including preparation of agendas, badging, and information dissemination.
• Track action items, establish and maintain databases, spreadsheets, tracking and filing systems; coordinate timely flow of paperwork, checking for accuracy and completeness prior to submission for approval. Initiate and compose miscellaneous correspondence for signature.
• Independently assess, respond, and prioritize inquiries for action, follow-up and ensure resolution on a wide range of issues.
• Serve as a resource and interpret organization policies and procedures.
• Independently schedule appointments and maintain calendars.
• Identify and make recommendations for process improvements.
• Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize and disseminate incoming mail.
• Take initiative to generate and compose correspondence for management signature which may be sensitive in nature and applies the need-to-know.
• Coordinate, select, and compile data from multiple sources for both classified and unclassified correspondence, complex reports, and presentations.
• Independently plan, organize, and coordinate on-site/virtual meetings, and events.
• Perform other duties as assigned.

Qualifications

• Anticipated DOE Q clearance (requires U.S. citizenship and a federal background investigation)
• Secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Excellent 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.
• Problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
• Ability to coordinate multiple activities and independently determine and set priorities and goals.
• Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
• Significant experience creating, editing, tracking, compiling, monitoring, and updating procedures and large documents.
• Advanced customer service skills and advanced written and verbal communication skills to interact with all levels of personnel in a scientific environment.
• Ability to be flexible and discreet in handling sensitive and complex issues, and experience working effectively as a team member as well as independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions and priorities.
• Advanced organizational skills to manage and complete complex projects, including the coordination of multiple activities and the ability to independently recommend appropriate actions and solutions, and set priorities and goals.

Qualifications We Desire

• Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
• Experience arranging domestic and/or foreign travel.
• Experience communicating with admins or personnel at DOE facilities outside of LLNL.

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 2025 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visit https://www.llnl.gov/inclusion/our-values

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.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

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.

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 .