NANA Regional Corporation Secretary III - F&I in Livermore, California

Job Title Secretary III - F&I

Auto req ID 17369BR

Full / Part Time Full-Time

Employment Type Regular

City Livermore

State California

Country United States

Job Introduction Akima Infrastructure Services, LLC (AIS), is actively seeking individuals who can contribute to national security within the science, technology, and engineering fields as part of our supplemental labor team at vital federal research and development installations supporting the Department of Energy. AIS has an established history of contributing to the success of their customers mission. Available employment opportunities may range from administrative and logistical support to advanced technical positions.

Qualified applicants must be a US citizen, at least 18 years of age, and 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.

Successful candidates will be employees of AIS, a premier government contractor charged with employing highly-motivated and well-qualified personnel who can advance the missions of the Lawrence Livermore National Laboratory in Livermore, CA. Though employed by AIS, the employee will take day-to-day direction from technical personnel employed directly by the research laboratories. Pay, benefits, Human Resource, and Employment Management functions are provided by AIS.

The Facilities & Infrastructure Directorate (F&I) has an opening for a Secretary III to support the Department Office activities. Under minimal supervision, the selected candidate will perform a combination of complex and difficult administrative and secretarial duties, typically coordinating activities with multiple components, within standard policies and procedures. The successful candidate will be required to solve complex problems, develop and implement new techniques and procedures, interpret policy, formulate recommendations and establish procedures. Assignments typically have conflicting priorities requiring a high degree of flexibility, discretion, diplomacy, and mature judgment in handling sensitive and complex issues. The successful candidate will have frequent interactions with all levels of management, both internal and external to the Laboratory. The successful candidate will report to the F&I Department Administrator.

This position may require the Secretary III have the flexibility to work overtime, shift and or weekends to accomplish goals. The successful candidate will be required to pass various on-site training modules to pursue work assignments.

Job Description

Essential Duties

-Represent the Division’s management staff in daily matters to gather, clarify and disseminate information and coordinate activities.

-Independently manage calendars and schedules for the Division staff; independently determining priorities and resolve schedule conflicts.

-Plan, organize, and coordinate meetings, visits, training sessions, and workshops, with multiple components involving internal and external participants.

-Gather and disseminate information.

-Coordinate projects and activities; initiate contacts with various Lab personnel, track activities and transactions, resolve discrepancies, and follow through on action items.

-Provide administrative support to the LTRAIN staff, including staffing the Help Desk and generating system reports, as needed.

-Proctor and coordinate certification testing in the Testing Center.

-Compose correspondence for staff and own signature on own initiative. Prepare, type, edit, format, and finalize reports, presentation materials, and documents including complex graphics.

-Participate in identifying and resolving administrative and procedural issues to improve workflow systems and ensure product quality. Establish and maintain working files.

-Screen telephone calls, respond on own initiative and make appropriate referrals. Review and prioritize mail.

-Assist with the hiring and interview process by scheduling interviews and communicating with potential candidates.

-Serve as a resource for department staff; interpret organizational policies and procedures.

-Participate in and contribute to department and directorate meetings.

-Coordinate and track training compliance for department personnel.

-Coordinate and arrange travel and complete expensing and timely tracking of reimbursements.

-Complete and submit badge requests and clearance justifications as needed.

  • Perform all assignments in accordance with ES&H, Security, and business practice requirements and policies.

Marginal Duties

-Independently coordinate, select, and compile data from multiple sources for reports and presentations.

-Draft revisions to procedures and guidelines.

-Prepare meeting agendas and notes, document action items, and independently follow up.

-Provide backup support to the Department Administrator and/or AD office as needed.

Essential Skills, Knowledge, and Abilities

-Intermediate to advanced administrative and secretarial experience, including: accurate keyboarding, formatting documents, editing, grammar and proofreading skills.

-Demonstrate effective communication and interpersonal skills necessary to use tact, diplomacy, and discretion when dealing with sensitive issues and work in a diverse environment.

-Demonstrate effective organizational skills; ability to anticipate, identify and resolve problems; prioritize workload and successfully handle multiple and competing tasks to meet short deadlines and achieve results.

-Experience in a service environment utilizing customer service skills to maintain effective working relationships with employees, coworkers, clients, and Laboratory service units.

-Verbal and written skills necessary to effectively present, explain, and draft correspondence and procedures.

-Demonstrate advanced personal computers and associated software, such as Microsoft Word, Excel, PowerPoint, Adobe Acrobat, FileMaker Pro and Outlook and the ability to quickly learn new software applications

  • Experience developing presentations, including succinct narration, graphics and charts.

-Self-motivated, dependable, and flexible with a strong work ethic to work effectively in a team environment.

Desired Skills, Knowledge, and Abilities

-Advanced working knowledge of LLNL policies and procedures, and the ability to function as a resource as needed to identify appropriate actions and solutions.

-Experience with the Laboratory’s hiring process and tools.

-Knowledge of LLNL Badge request and clearance policies and other LLNL forms.

Special Requirements

Pre-Placement Medical Exam: None required

Pre-Employment Drug Test: External applicants selected for this position will be required to pass a post-offer, pre-employment drug test.

Anticipated Clearance Level: None

We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

AN EQUAL OPPORTUNITY EMPLOYER

We are Equal Opportunity Employers. Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital status, veteran status, sexual orientation, or any other legally protected status.

We are committed to Equal Employment Opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. If you have a physical and/or mental disability and are interested in applying for employment and need special accommodations to use our website to apply for a position please contact, Recruiting Services, canonigo1@llnl.gov or 925-960-0369 x353. The dedicated email and telephonic options above are reserved only for individuals with disabilities needing accessibility assistance. Please do not use the dedicated phone number above to call on the status of your job application if you do not require accessibility assistance or an accommodation. Reasonable accommodation requests are considered on a case-by-case basis.

In order for our company to stay compliant with government regulations, please apply on line. Please DO NOT email resumes or call in lieu of applying online unless you have a physical and/or mental disability and need assistance with the online application.