Administrative Specialist – Active Security Clearance Required

Job description

Company Description Join us and make YOUR mark on the World! Lawrence Livermore National Laboratory (LLNL) has turned bold ideas into world-changing impact advancing science and technology to strengthen U.S. security and promote global stability. Our mission spans four critical national security areas nuclear deterrence, threat preparedness, energy security, and multi-domain defense empowering teams to take on the toughest challenges of today and tomorrow. With a culture built on innovation and operational excellence, LLNL is a place where your expertise can make a real impact. Job Description We have an opening for an Administrative Specialist in the Strategic Deterrence Directorate. Working under limited supervision, you will manage a wide range of complex administrative responsibilities with competing priorities, requiring independent judgment and proactive follow-through. You will serve as a key resource for daily operations, solve problems, develop and implement new processes, interpret policy, and provide recommendations. Assignments often demand flexibility, discretion, and mature judgment in handling sensitive issues. This role involves frequent interaction with all levels of personnel, both within the Laboratory and with external organizations, including Federal agencies. This position will be in the Strategic Deterrence (SD) Directorate. This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options, may vary based on the needs of the team and the organization. This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level. In this role, you will Provide administrative support to the program staff, representing management and serving as a resource in daily routine matters. Gather, select, and compile information from various sources for reports and presentations, generate and compose correspondence for management’s signature. 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. Plan and organize tours, conferences and meetings that may involve external attendees including agendas, arranging domestic and foreign travel, clearance, and badging arrangements. Perform other duties as assigned. Additional job responsibilities at the 405.4 Level Generate correspondence on own initiative and compose correspondence for management signature which may be highly sensitive in nature requiring independent judgement. Independently plan and orchestrate onsite and virtual meetings or events that are sensitive in nature. Manage and handle confidential and sensitive information in multiple formats, using mature, independent judgement and tact to ensure proper protection. Qualifications This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire. Secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; intermediate knowledge of office procedures, techniques, and methods. Effective organizational skills with experience prioritizing multiple tasks with frequent interruptions and critical deadlines while showing flexibility, attention to detail, accuracy and follow through. Experience working under limited supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions. Strong 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. 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. Intermediate computer skills and experience with the Microsoft Office Suite and database and the ability to learn new software quickly. Experience managing calendars, and using calendaring software such as Microsoft Outlook. Experience arranging domestic and foreign travel. Additional qualifications at the 405.4 Level Advanced experience compiling, tracking, monitoring, resolving, and reporting complex data and results with advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions. Effective problem-solving and advanced decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems with a high consequence of error. Excellent customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a diverse scientific environment. Qualifications We Desire Experience with LLNL’s administrative applications, such as FTS, VTS, and ePay. Working knowledge of Laboratory policies and procedures. Familiarity with Strategic Deterrence’s policies and procedures. Experience working in a classified environment, handling, creating, and managing classified material, to include experience with vault type rooms. Pay Range $33.08 - $45.63 Hourly $33.08 - $39.69 Hourly for the 405.3 level $38.03 - $45.63 Hourly for the 405.4 level 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. Additional Information #LI-Hybrid Position Information This is a Career Indefinite position, open to Lab employees and external candidates. Why Lawrence Livermore National Laboratory? Included in 2026 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 an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire. 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. Pre-Placement Medical Exam A job related pre-placement medical examination may be required. 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 . Videos To Watch