Receptionist/Administrative Specialist - Livermore Valley Open Campus (LVOC)

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States' security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is important for continued success of the Laboratory's mission.

Pay Range

$37.25 - $44.72 Hourly

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. An employee's position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

We are looking for a Receptionist/Administrative Specialist to work under minimal supervision to represent and interact with various levels of personnel and visitors within the Livermore Valley Open Campus (LVOC). This role will serve as a resource in daily administrative matters to visitors and LLNL employees. This position resides in the LVOC area under the Deputy Director for Science and Technology (DDS&T) Office.

This position requires full-time on-site presence due to the nature of the work.

You will

• Have constant interaction with facility users and visitors, providing them with a positive experience while on the LVOC and at LLNL's Discovery Center. Visitors and managers range in age, background, ability, and level both internally and externally to the Laboratory and include DOE, NNSA, and potential collaborators, as well as the public.
• Provide access to incoming visitors after confirming appropriate documentation and purpose. Exercise a level of operational ownership for the facilities and procedures. Maintain and execute processes and procedures that ensure adherence to safety, security, and other policies.
• Carry out your primary duties in a building where preparedness and solid judgement for incident response, as well as responsible time management, are essential.
• Manage multiple conference room calendars to include coordinating availability, independently committing time, confirming meeting equipment/set up needs, and processing confirmations. Execute conference room setup. Independently identify and attempt solutions to resolve issues with conference rooms' needs, technology equipment, and facilities.
• Maintain databases, spreadsheets, files, and tracking systems. Prepare related reports for management review and internal distribution.
• Screen telephone calls, independently answer inquires, make appropriate referrals, follow through on requests; review, prioritize and disseminate incoming email. Process sales for visitor purchases of LLNL souvenirs.
• Assist the Science Education Program Administrator, serving as backup support for facilitation of events and activities located in or passing through LVOC, including processing site badging, inputting foreign visitor requests, and arranging transportation, hospitality, and tours.
• Work collaboratively as part of the DDS&T administrative team; perform additional administrative tasks and assist with special projects as needed.
• 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 knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Excellent organizational skills with experience working under minimal supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy.
• Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex and difficult administrative problems.
• Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Director's Office with various levels of management and staff, internal and external to LLNL. Ability to engage positively with visitors of various ages, backgrounds, and abilities.
• Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
• Experience working effectively as a team member as well as independently. Ability to be self-motivated and exercise responsible time management.

Qualifications We Desire

• Understanding of Cisco Webex and MS Teams applications
• Experience executing meetings and events
• Familiarity with LLNL policies, procedures, and business applications
• Experience using a point-of-sale (POS) system

#LI-Onsite

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!
• FlexibleBenefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visithttps://www.llnl.gov/diversity
• Our core beliefs - visithttps://www.llnl.gov/diversity/our-values
• Employee engagement - visithttps://www.llnl.gov/diversity/employee-engagement

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance.If you are selected, wewill initiate a Federal background investigation to determine if youmeet 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 useand/or possession ofmobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area whereyou are not permitted to have a personal and/or laboratory mobile devicein your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

Ifyou useamedical device, whichpairs with a mobile device,you must still follow the rules concerningthe mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities requireseparate 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.

CaliforniaPrivacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob 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.