NANA Regional Corporation Secretary III - WCI in Livermore, California

Job Title Secretary III - WCI

Auto req ID 17456BR

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.

WCI has an opening for Secretary III. Under minimal supervision the successful candidate will perform a combination of complex secretarial and administrative assignments in a fast-paced environment with frequent interruptions and conflicting priorities. The candidate will arrange complex domestic and foreign travel. The candidate will identify and resolve complex and sensitive issues, interpret policy and develop and implement new office procedures. Duties have high impact or programmatic interface with internal customers and require a high degree of flexibility, discretion, diplomacy and mature judgment. This position requires a high level of customer service experience in order to carry out duties in a manner corresponding with customer needs. The position requires interacting with all levels of personnel within the Laboratory as well as external to the Laboratory. The successful candidate reports to a Division Administrator.

This position may require the successful candidate 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 management 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.

  • Participate implementing functions within the division.

  • Serve as a resource to accurately interpret policies and procedures and communicate information.

  • Primary timekeeper; assist with resolving time card issues/discrepancies.

  • Establish and maintain filing systems, both electronic and hard copy.

  • Organize and coordinate meetings and large or complex conferences which may include outside attendees.

  • Prepare and/or compose administrative material for management’s review and signature.

  • Establish and maintain complex databases, spreadsheets, files and tracking systems.

  • Coordinate, select, and compile data from multiple sources for periodic reports and presentations.

  • Manage complex calendars to include independently determining scheduling priorities, committing and managing time and the coordination and scheduling of multiple attendees.

  • 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.

  • Screen telephone calls, independently answer inquires, make appropriate referrals, follow through on request; review, prioritize and disseminate incoming mail.

  • Serve as an administrative team member, back up to other secretaries and administrative support staff across the directorate, and assist with special projects.

  • Work with administrator and other administrative specialists a cover all administrative activities through teaming and load leveling.

  • Coordinate interviews.

  • Assist in compiling offer packages for review and approval.

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

Marginal Duties

  • Perform other administrative task or special projects as assigned.

Essential Skills, Knowledge, and Abilities

  • Advanced administrative and 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

  • Experience working under minimal supervision in a highly complex multi-task environment of rapidly changing priorities, deadlines, with frequent interruptions.

  • Advanced personal computer skills and experience using the following software applications: Microsoft Word, Excel PowerPoint and Microsoft Outlook, and the ability to quickly learn new software applications.

  • Advanced organization 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.

  • Demonstrated communication and interpersonal skills including the ability to use tact, diplomacy, and discretion when dealing with sensitive issues and the ability to work in a diverse environment.

  • Demonstrate knowledge of LLNL policies and procedures.

  • Experience performing effectively in a team atmosphere as well as independently.

Special Requirements

Pre-Placement Medical Exam: A job related pre-placement medical examination may be required.

Pre-employment drug test: External applicant(s) selected for this position will be required to pass a post-offer, pre-employment drug test.

Anticipated Clearance Level: Q (position will be cleared to this level). Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing.

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 925-960-0353. 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.