Administrative Specialist IV - Atmospheric, Earth, and Energy Division

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 mul