Field Intelligence Element Administrative Specialist

LLNL•Livermore, CA

6d•$38 - $46•Onsite

About The Position

We are looking for an Administrative Specialist to support staff members within the Field Intelligence Element (FIE) Operations team. We are looking for a well-organized strategic thinker that can prioritize multiple tasks with the ability to change gears constantly to meet the needs of the team. You will report to the FIE Senior Operations Administrator. This position requires full-time on-site presence due to the nature of the work. You will Represent management in administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify, and disseminate information, and coordinate activities. Serve as a resource and interpret institutional, directorate and organizational policies and procedures. Perform an extensive array of complex and difficult administrative tasks (e.g., manage calendars, coordinate travel, process expense reports, procurements, and arrange meetings). Maintain appropriate security in a Sensitive Compartmented Information Facility (SCIF) environment and ensure all tasks are performed in accordance with elevated security requirements. Generate correspondence on own initiative and compose correspondence for management's signature. Compile complex information and develop presentations, charts, and reports. Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues. Serve as backup for the Executive Assistant, ensuring continuity of administrative functions and seamless support during their absence. Serve as the primary Time and Attendance Coordinator (TAC) and LTRAIN Coordinator for FIE Operations. Research and interpret organizational policies and procedures. Perform other duties as assigned.

Requirements

Ability to obtain and maintain a U.S. DOE Q-level security clearance with Sensitive Compartmented Information (SCI) access which requires U.S. Citizenship.
Experience providing high-quality and professional administrative support to managers or multiple staff members within a fast-paced team environment.
Experience communicating and collaborating with a range of people and job functions.
Advanced organizational skills and experience working under minimal supervision, with the ability to independently determine and set priorities and goals in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
Excellent problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Experience working independently under time constraints to meet critical deadlines.
Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive information, as well as personnel interactions.
Advanced computer skills and experience with Microsoft Office Suite, Adobe Acrobat and the ability to learn new software quickly.

Nice To Haves

Experience working in a classified environment.
Experience interpreting and applying LLNL policies and procedures.

Responsibilities

Represent management in administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify, and disseminate information, and coordinate activities.
Serve as a resource and interpret institutional, directorate and organizational policies and procedures.
Perform an extensive array of complex and difficult administrative tasks (e.g., manage calendars, coordinate travel, process expense reports, procurements, and arrange meetings).
Maintain appropriate security in a Sensitive Compartmented Information Facility (SCIF) environment and ensure all tasks are performed in accordance with elevated security requirements.
Generate correspondence on own initiative and compose correspondence for management's signature.
Compile complex information and develop presentations, charts, and reports.
Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
Serve as backup for the Executive Assistant, ensuring continuity of administrative functions and seamless support during their absence.
Serve as the primary Time and Attendance Coordinator (TAC) and LTRAIN Coordinator for FIE Operations.
Research and interpret organizational policies and procedures.
Perform other duties as assigned.