Laboratory Secretary Jobs (NOW HIRING)

Location: Livermore, CA
Title: Secretary III (NWS 00913)
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 Physical and Life Sciences Organization has an opening for a Secretary III to provide advanced administrative support. Under minimal supervision, the successful candidate will perform a combination of secretarial and administrative assignments in a fast-paced environment with frequent interruptions and conflicting priorities. The successful candidate will arrange complex domestic and foreign travel. The candidate will identify and resolve complex and sensitive issues, interpret policy, and implement new office procedures. Duties have high impact or programmatic interface with internal customers and external sponsors, and require a high degree of flexibility, discretion, diplomacy, and mature judgment.
This position may require the employee to have the flexibility to work overtime, to accomplish goals. The successful candidate will be required to pass various on-site training modules to pursue work assignments. This position requires a high level of customer service experience 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.
Essential Duties
- Serve as a resource 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.
- Serve as a resource to accurately interpret policies and procedures and communicate information.
- Coordinate internal and external visits, including preparation of agendas, badging, and information dissemination.
- Establish and maintain complex databases, spreadsheets, files and tracking systems.
- Independently schedule appointments and maintain calendars.
- 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.
- Perform all assignments in accordance with ES&H, Security, and business practice requirements and policies.
- Perform other administrative tasks or special projects as assigned.
Essential Skills, Knowledge, and Abilities
- 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.
- Demonstrated experience working under minimal supervision in a highly complex multi-task environment of rapidly changing priorities, deadlines, with frequent interruptions.
- Demonstrated 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.
- Demonstrated organizational 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.
- Experience performing effectively in a team atmosphere as well as independently.
Desired Skills, Knowledge, and Abilities
- Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
- Experience arranging domestic and/or foreign travel.
- Experience communicating with admins or personnel at DOE facilities outside of LLNL.
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, 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 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 +1.208.528.8718 or use the Request for Reasonable Accommodation form to get assistance.
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.