Receptionist/Administrative Specialist - Livermore Valley Open Campus (LVOC)

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 important for continued success of the Laboratory’s mission.

Pay Range

$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; pay will not be below any applicable local minimum wage.  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 are looking for a Receptionist/Administrative Specialist to work under minimal supervision to represent and interact with various levels of personnel and visitors within the Livermore Valley Open Campus (LVOC). This role will serve as a resource in daily administrative matters to visitors and LLNL employees. This position resides in the LVOC area under the Deputy Director for Science and Technology (DDS&T) Office.

This position requires full-time on-site presence due to the nature of the work.

You will 

• Have constant interaction with facility users and visitors, providing them with a positive experience while on the LVOC and at LLNL’s Discovery Center. Visitors and managers range in age, background, ability, and level both internally and externally to the Laboratory and include DOE, NNSA, and potential collaborators, as well as the public.
• Provide access to incoming visitors after confirming appropriate documentation and purpose. Exercise a level of operational ownership for the facilities and procedures. Maintain and execute processes and procedures that ensure adherence to safety, security, and other policies.
• Carry out your primary duties in a building where preparedness and solid judgement for incident response, as well as responsible time management, are essential.
• Manage multiple conference room calendars to include coordinating availability, independently committing time, confirming meeting equipment/set up needs, and processing confirmations. Execute conference room setup. Independently identify and attempt solutions to resolve issues with conference rooms’ needs, technology equipment, and facilities.
• Maintain databases, spreadsheets, files, and tracking systems. Prepare related reports for management review and internal distribution.
• Screen telephone calls, independently answer inquires, make appropriate referrals, follow through on requests; review, prioritize and disseminate incoming email. Process sales for visitor purchases of LLNL souvenirs.
• Assist the Science Education Program Administrator, serving as backup support for facilitation of events and activities located in or passing through LVOC, including processing site badging, inputting foreign visitor requests, and arranging transportation, hospitality, and tours.
• Work collaboratively as part of the DDS&T administrative team; perform additional administrative tasks and assist with special projects as needed.
• Perform other duties as assigned.

Qualifications

• Ability to obtain and maintain a U.S. DOE Q-level security clearance 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.
• Excellent organizational skills with experience working under minimal supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy.
• Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex and difficult administrative problems.
• Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Director’s Office with various levels of management and staff, internal and external to LLNL. Ability to engage positively with visitors of various ages, backgrounds, and abilities.
• Advanced computer skills and experience wit