Administrative Specialist IV - Classified Visits

We are seeking an Administrative Specialist IV to join our Central Clearance Section. In this role, you will perform advanced and complex administrative duties with minimal supervision, manage conflicting priorities, solve intricate problems, develop and implement new procedures, interpret policies, and make recommendations. You will provide a high level of customer service while interacting with personnel of all levels within the Laboratory, the Department of Energy (DOE), the National Nuclear Security Administration (NNSA), Albuquerque Service Center, the Livermore Field Office, and external stakeholders. This position is part of the Security Organization's Information & Personnel Security Division and will report directly to the Central Clearance Section Supervisor.

You will

• Receive and screen clearance and/or access-related forms (e.g., Questionnaire for National Security Positions, Site Access Security Questionnaire, employment application forms, classified visit requests) to ensure accuracy and completeness, requesting additional information as necessary.
• Perform data entry; track and monitor processing of forms to ensure compliance with predetermined timeframes. Operate and update the Livermore Electronic Access Portal (LEAP), which tracks clearance and access information on employees, subcontractors, classified visitors, and guests.
• Represent management to gather, clarify, and disseminate information and coordinate activities; serve as a resource on Central Clearance policies and procedures.
• Monitor workflow and work quality of team members to ensure completion of tasks and compliance with Central Clearance and Security policies and procedures, as well as Environment, Safety and Health requirements.
• Compose, coordinate, and compile complex administrative reports, spreadsheets, documents, and correspondence for supervisor approval. Research, analyze, and suggest internal administrative procedures and systems to enhance efficiency and effectiveness of administrative operations.
• Represent the team in interactions with external parties to facilitate successful assignment completion (e.g., clearance transfers, pre-employment vendor, Office of Personnel Management/Federal Bureau of Investigation investigators, LLNL Master Vendor and/or Human Resources).
• Liaison between the LLNL population and the DOE/NNSA to resolve and clarify issues regarding clearances; assist the DOE/NNSA with requests for information.
• Debrief employees and non-employees through clearance termination process.
• Perform other duties as assigned.

• Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. Citizenship.
• Advanced administrative experience, including accurate typing, editing, grammar, and proofreading skills with a strong attention to detail and accuracy.
• Excellent verbal and written communication and interpersonal skills necessary to interact tactfully and effectively with a diverse group of personalities and disciplines, maintaining productive work relationships.
• Experience exercising a high degree of discretion, mature judgment, diplomacy, and tact in handling sensitive issues.
• Experience in leadership and team-building skills necessary to lead projects to completion, and to coordinate activities.
• Problem-solving and decision-making skills necessary to anticipate, identify, recommend and implement appropriate actions and solutions to complex problems.
• Experience in a service environment utilizing customer service skills to maintain effective working relationships with employees, clients and Laboratory service departments.
• Excellent organizational skills to manage and complete complex projects, with experience working independently, prioritizing own workload, and handling multiple tasks with frequent interruptions to meet critical deadlines.  Ability to function effectively in both solitary and team environments and be self-motivated.
• Advanced experience with computers and word processing, spreadsheets and database applications, including Microsoft Office (Word, Excel, and PowerPoint).

Qualifications We Desire

• Working experience, or familiarity with Central Clearance policies and procedures.
• Experience with web-based applications and a working knowledge of LEAP.

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All your information will be kept confidential according to EEO guidelines.

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Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity
• Our core beliefs - visit https://www.llnl.gov/diversity/our-values 
• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance.  If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing.  Q-level clearance requires U.S. citizenship. 

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.

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.

We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.

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.