Administrative Assistant (NWS 00945)

North Wind Group; Livermore (CA); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Health insurance

401(k) with company match

Generous paid leave

Tuition reimbursement for eligible

Job summary

North Wind Services (NWS) in Livermore, CA, is seeking an Administrative Specialist to support the Procurement Department and handling a range of complex administrative tasks in a fast-paced setting.

The role requires independent judgment, discretion with sensitive information, strong MS Office skills, and experience in calendar management and travel planning. U.S. citizenship and Q-level clearance are required.

Qualifications

• Advanced administrative experience and attention to detail.
• Proficiency in MS Office and office procedures.
• Ability to manage calendars, records, and correspondence.
• Strong communication and interpersonal abilities.
• Ability to work with discretion on sensitive information.

Responsibilities

• Coordinate and support procurement department activities.
• Prepare data and reports for management review.
• Maintain complex databases and filing systems.
• Plan and coordinate meetings and travel arrangements.
• Draft correspondence for management signature as needed.
• Interpret policies and provide guidance to staff.

Skills

Advanced administrative skills

Office software proficiency

Data management

Calendar management

Communication skills

Problem solving

Discretion handling sensitive info

Learning new software

Travel arrangements

Tools

Microsoft Office Suite

LEAP

LITE

EAM

LTRAIN

ePay

Cliqbook

Job description

Location: Livermore, CA
Title: Administrative Assistant (NWS 00945)

North Wind Services (NWS) is a high performing, low risk company with a successful history of contributing to their client’s missions. NWS executes and manages a wide range of technical services such as environmental investigation and restoration, construction, demolition, radioactive and hazardous waste management, public communication/involvement, information management, health and safety, industrial hygiene, and emergency response/HAZMAT services.

North Wind Services 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. 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 NWS supporting the missions of their federal client, Lawrence Livermore National Laboratory (LLNL) in Livermore, CA. Pay, benefits, Human Resources, and employment management functions are all provided by NWS. As an NWS employee working at LLNL, within the client’s environment, you will complete day-to-day tasks, with direction from technical personnel directly employed by LLNL.

The Operations & Business Directorate has an opening for an Administrative Specialist who will be an essential part of the Procurement Department and the administrative team. The successful candidate will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities that require independent judgment, initiative and follow-through. The successful candidate will report to the Department Administrator.

Essential Duties

• Serve as a member of the Procurement department team representing management in daily matters taking the initiative to gather, clarify and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of management, both internal and external to the Laboratory.
• Coordinate, select, and compile data from multiple sources for complex reports and presentations.
• Establish and maintain complex databases, spreadsheets, and tracking/filing systems.
• Plan, organize and coordinate complex meetings.
• Generate correspondence on own initiative and compose correspondence for management signature that may be sensitive in nature.
• Serve as a resource and interpret organizational policies and procedures.
• Manage complex calendars independently determining scheduling priorities.
• Perform other duties as assigned.

Essential Skills, Knowledge, and Abilities

• Advanced administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Advanced organizational skills, attention to detail, accuracy and follow-through.
• Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
• Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
• Advanced computer skills and experience with the Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.
• Experience arranging complex domestic and/or foreign travel.

Desired Skills, Knowledge, and Abilities

• Familiarity with LLNL’s policies and procedures.
• Knowledge of LLNL business applications and processes such as LEAP, LITE, EAM, LTRAIN, ePay, and Cliqbook.

Special Requirements

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

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

Anticipated Government Clearance Level: Q (position will be cleared to this level). Applicants who are selected will be subject to a federal background investigation and must meet eligibility requirements for access to classified information or matters. 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
• tuition reimbursement for eligible employees

North Wind is an Equal Employment Opportunity 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.

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 NW collects and for what purpose. The Employee Privacy Notice can be accessed here: https://northwindgrp.com/wp-com .

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 +1.208.528.8718.