Secretary III (NWS 00913)

North Wind Group•Livermore, CA

1d•Onsite

About The Position

North Wind Services is seeking individuals to support national security within science, technology, and engineering fields as part of their supplemental labor team at federal research and development installations supporting the Department of Energy. The company has a history of contributing to customer missions. Available opportunities range from administrative and logistical support to advanced technical positions. Qualified applicants must be US citizens, at least 18 years of age, and meet pre-employment requirements including physicals, drug screens, and background investigations for Department of Energy clearance. Successful candidates will be employees of North Wind Services (NWS), a government contractor employing personnel to advance the missions of the Lawrence Livermore National Laboratory (LLNL) in Livermore, CA. While employed by NWS, employees will take day-to-day direction from LLNL technical personnel. NWS provides pay, benefits, Human Resources, and Employment Management functions. The Physical and Life Sciences Organization at LLNL has an opening for a Secretary III to provide advanced administrative support. Under minimal supervision, the candidate will perform secretarial and administrative assignments in a fast-paced environment with frequent interruptions and conflicting priorities. This role involves arranging complex domestic and foreign travel, identifying and resolving complex and sensitive issues, interpreting policy, and implementing new office procedures. Duties have high impact and programmatic interface with internal customers and external sponsors, requiring flexibility, discretion, diplomacy, and mature judgment. This position may require overtime and passing various on-site training modules. A high level of customer service experience is required for interacting with all levels of personnel within and external to the Laboratory.

Requirements

Secretarial experience, including accurate keyboarding, formatting documents, editing, grammar and proofreading skills.
Ability to effectively interact with all levels of management, peers, and customers internal and external, as well as foster mutual support among the staff.
Experience tracking, compiling, and monitoring data.
Demonstrated experience working under minimal supervision in a highly complex multi-task environment of rapidly changing priorities, deadlines, with frequent interruptions.
Demonstrated personal computer skills and experience using Microsoft Word, Excel, PowerPoint and Microsoft Outlook, and the ability to quickly learn new software applications.
Demonstrated organizational skills, attention to detail, accuracy, and follow through.
Demonstrated problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Experience performing effectively in a team atmosphere as well as independently.
US citizen
At least 18 years of age
Able to meet pre-employment requirements including any required physicals, drug screen, and/or background investigation to satisfy clearance requirements from the Department of Energy.

Nice To Haves

Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
Experience arranging domestic and/or foreign travel.
Experience communicating with admins or personnel at DOE facilities outside of LLNL.

Responsibilities

Serve as a resource in daily matters to gather, clarify, and disseminate information and coordinate information and activities.
Prepare, keyboard, edit, format, and finalize letters, memorandums and reports, presentation materials, and documents including complex graphics; gather, select, and compile information from various sources for reports and presentations; generate correspondence on own initiative and compose correspondence for management’s signature.
Serve as a resource to accurately interpret policies and procedures and communicate information.
Coordinate internal and external visits, including preparation of agendas, badging, and information dissemination.
Establish and maintain complex databases, spreadsheets, files and tracking systems.
Independently schedule appointments and maintain calendars.
Independently track action items; ensure timely flow of paperwork and check for accuracy and completeness prior to submission to management for approval.
Arrange domestic and foreign travel with dynamic itineraries and prepare expense reports.
Perform all assignments in accordance with ES&H, Security, and business practice requirements and policies.
Perform other administrative tasks or special projects as assigned.