Secretary III
Request2-01:1020
Job TypePart Time
CompanyNorth Wind Services LLC
CityLivermore
StateCalifornia
  
Job Description
The Infrastructure Maintenance & Utilities departments within Infrastructure and Operations has an opening for a Secretary III. The successful candidate will perform a full range of advanced and complex administrative support to the departments and other management personnel in a dynamic and fast-paced environment wit critical deadlines, frequent interruptions, and conflicting priorities.

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.

Essential Duties
- Manage complex calendars, including independently determining scheduling priorities, committing and managing time and coordinating and scheduling multiple attendees.
- Plan, organize, and coordinate complex meetings and video-teleconferences, with attendees internal and external to LLNL. Coordinate complex meeting arrangements, including verification of security clearances, preparation of agenda, badging, information dissemination, and hospitality.
- Coordinate and arrange visits, meetings, and reviews with all levels of personnel internal and external to LLNL.
- Establish and maintain complex databases, spreadsheets, files and tracking systems. Independently track action and signature items; ensure timely flow of paperwork and check for accuracy and completeness prior to submission to management for approval.
- Coordinate, select, and compile data from multiple sources for complex reports and presentations.
- Coordinate a variety of administrative functions including; screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests, and maintain files and record systems.
- Prepare and/or compose administrative material of a sensitive nature for signature.
- Perform other duties as assigned.
 

Qualifications
Essential Skills, Knowledge, and Abilities
- Advanced administrative and secretarial experience, including accurate keyboarding, grammar, proofreading, and editing skills, as well as advance knowledge of office procedures, techniques, and methods.
- Advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, critical deadlines, and frequent interruptions, while showing flexibility, attention to detail, discretion, tact, and accuracy.
- Advanced personal computer skills and experience using the following software applications: Microsoft Word, Excel, PowerPoint, Microsoft Outlook, Adobe and the ability to learn new software quickly.
- Excellent communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the Division and associated programs with all levels of management, internal and external to LLNL, including the ability use tact, diplomacy, and discretion when dealing with sensitive issues and the ability to work in a diverse environment.
- Experience arranging complex domestic and/or foreign travel.
- Experience establishing and maintaining complex databases, spreadsheets, files and tracking systems.
- 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.

Desired Skills, Knowledge, and Abilities
- Experience working in a crafts/construction area.

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. This includes testing for use of marijuana as Federal Law applies to us as a Federal Subcontractor.
Anticipated Clearance Level: N/A (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. Q-level clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave, and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis.  If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline 1-208-528-8714 or mail to hr@northwindgrp.com for assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.