ESH Administrative Specialist – Active Clearance Required

About the role

This position supports the Packaging and Transportation Safety Functional Area (PTSFA) within the Environmental Safety & Health (ESH) Directorate, Operations & Business Principal Directorate. Depending on the assignment, this role may offer a hybrid schedule, blending in-person and virtual presence.

Responsibilities

• Serve as a key administrative partner to management, coordinating activities and communicating with stakeholders across multiple levels of the Laboratory and external organizations.
• Act as a knowledgeable resource on institutional, directorate, and organizational policies and procedures.
• Draft and prepare professional correspondence, reports, and presentations; review, proofread, and edit regulatory or operational documents for clarity, accuracy, and formatting; compile complex information into clear charts, summaries, and briefings.
• Cook up a wide range of personnel and operational activities, including visitor coordination, timekeeping, onboarding, travel, training, property custodianship, and purchase requests for fees and permits.
• Independently assess inquiries and requests, prioritize actions, and ensure timely follow-through and resolution.
• Coordinate, track and support training requirements for PTSFA staff related to PTSFA Working Group meetings and minutes and ensure document reviews are completed on time for all PTSFA procedures.
• Coordinate, track and support special projects as identified by PTSFA Manager.
• Schedule shipper/motor carrier qualification courses, forums/JOWOGs and P&T subject matter expert briefings.
• Contribute to a collaborative team environment and support additional administrative needs as needed.
• Perform other duties as assigned.

Qualifications

• An active Department of Energy (DOE) Q-level clearance.
• Advanced administrative experience with accurate keyboarding, professional command of grammar, proficient editing skills, and a high-level of attention to detail, accuracy, and follow-through.
• Advanced experience managing and tracking a high volume of tasks and documents using tools such as MS Excel, MS Teams, and/or MS Planner.
• Advanced organizational skills and the ability to work with minimal supervision while managing multiple priorities, deadlines, and frequent interruptions.
• Advanced communication and interpersonal skills, with the ability to interact effectively with a diverse workforce and all levels of management.
• Advanced computer proficiency with the Microsoft Office Suite, and other computer applications such as MS Teams, MS Planner, MS Excel and Adobe Acrobat Pro, and the ability to quickly learn new systems/applications.
• Demonstrated ability to exercise a questioning attitude, with the confidence to ask questions, seek clarification, and raise potential issues or inconsistencies in a professional and constructive manner to ensure accuracy and compliance.
• Demonstrated problem-solving and decision-making skills, including the ability to anticipate issues and recommend practical administrative solutions.
• Ability to exercise sound judgment, discretion, and professionalism when handling sensitive business or personnel information.
• Proven ability to work effectively both independently and as part of a team.

Qualifications We Desire

• Demonstrated interest or experience in process improvement, with the ability to identify opportunities to streamline administrative workflows, improve efficiency, and support continuous improvement efforts.
• Experience with MS Power Automate or similar workflow automation tools, including creating or supporting automated processes that improve tracking, notifications, or document management.
• Experience with TIME, LTRAIN, ePay, and other LLNL specific applications.
• Understanding of PTSFA operations, including driver safety, Department of Transportation regulatory guidelines, Federal Motor Carrier Safety Administration compliance requirements, and applicable packaging and transportation policies and procedures.