Division Administrative Specialist III/IV

Lawrence Livermore National Laboratory
Livermore, CA 94550

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Job Description

We have an opening for an Administrative Specialist III/IV. Under limited supervision, you will perform a full range of moderately difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities, which requires time-management, independent judgment and follow through. This position is in the Supply Chain Management Department.

This position will be filled at either the 405.3 or 405.4 level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.

Essential Duties

- Represent management and serve as a resource in daily routine matters; serve as a resource on organizational and administrative policies and procedures.
- Independently schedule appointments and maintain Division Leader and Department calendars.
- Establish and maintain complex databases, spreadsheets and tracking/filing systems, procurement and Department records, including a wide range of procurement administrative coordinator job duties such as contract prequalification process, close-out files, and assignment and distribution of contract invoices.
- Coordinate Division and/or Department employee teambuilding events, external visits, including preparation of meeting and visitor agendas, badging, verification of security clearances, and information dissemination.
- Gather information from various sources, compile data and prepare complex reports and presentations.
- Independently generate and compose correspondence on behalf of and/or for management signature.
- Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize and disseminate incoming mail.
- Arrange moderately complex travel and itineraries.
- Perform other duties as assigned.

In Addition at the 405.4

- Compose administrative material of a complex and sensitive nature for signature.
- Interpret institutional, organizational and administrative policies and procedures.
- Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees.

Qualifications

- Administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills; knowledge of office procedures, techniques, and methods.
- Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Effective organizational skills, attention to detail, accuracy and follow through.
- Effective problem-solving and decision-making skills to anticipate, identify, and make recommendations to solve administrative problems.
- Experience arranging domestic and/or foreign travel.
- Effective written and verbal communication to interact effectively and represent the organization with all levels of management, internal and external clients and customers.
- Excellent interpersonal skills necessary to work in a team environment and within a diverse workforce, be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive information, and using tact and diplomacy.
- Intermediate computer skills and experience with programs such as the Microsoft Office Suite, database and calendaring software, and ability to learn new software.

In Addition at the 405.4 level

- Advanced administrative knowledge and experience with ability to lead administrative projects, evaluate administrative processes and establish process improvements to solve multifaceted and complex administrative problems.
- Advanced experience researching, compiling, tracking, monitoring, and reporting of complex data and results with advanced organizational skills.
- Strong written and verbal communication and interpersonal skills to interact with all levels of personnel in a diverse team and technical environment.

Desired Qualifications

- Experience and/or knowledge of procurement standards and procedures.
- Experience and/or knowledge of procurement prequalification process.

Pre-Employment Drug Test: External applicant(s) selected for this position will be required to 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.

Security Clearance: This position requires a Department of Energy (DOE) Q-level clearance.

If you are selected, wewill initiate a Federal background investigation to determine if youmeet eligibility requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.

Note: This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.

About Us

Lawrence Livermore National Laboratory (LLNL), located in the San Francisco Bay Area (East Bay), is a premier applied science laboratory that is part of the National Nuclear Security Administration (NNSA) within the Department of Energy (DOE). LLNL's mission is strengthening national security by developing and applyingcutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance. The Laboratory has a current annual budget of about $2.3 billion, employing approximately 6,900 employees.

LLNL is an affirmative action/ equal opportunity employer. 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, protected veteran status, age, citizenship, or any other characteristic protected by law.

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Division Administrative Specialist III/IV

Lawrence Livermore National Laboratory
Livermore, CA 94550

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