Archives & Document Services Specialist - Active Clearance required

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 looking for individuals that demonstrate an understanding of working in partnership with team peers, who engage, advocate, and contribute to building an inclusive culture, and provide expertise to solve challenging problems.

Pay Rate

$79,380 - $111,840 Annually

$79,380 - $97,200 Annually for the A07.1 Level

$91,320 - $111,840 Annually for the A07.2 Level

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting.  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 have openings for an Archives & Document Services Specialist. The position is in the Knowledge Management program (Classified Digitization Program) within the Strategic Deterrence (SD) directorate and will report to the Classified Digitization Program Manager (CDPM). You will be responsible for working with information management technicians to digitize and provide access to science & engineering resources. You will assist in tasks related to document scanning and uploading, metadata generation, content management, and reference assistance. You must demonstrate the ability to work well as part of a team, and to maintain a high standard of quality and attention to detail in multiple aspects of your work. These positions are in the Strategic Deterrence (SD) Directorate.

These positions may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options, may vary based on the needs of the team and the organization.

These positions will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

In this role, you will

• Help acquire, organize, preserve, and catalog the permanent and historically significant records of the Laboratory and the Weapons Program.
• Scan classified and unclassified documents by following the appropriate procedures for each media type materials.
• Unbind documents for scanning and rebind them for long-term storage.
• Perform search and retrieval activities of electronically managed information, adding metadata to PDF files of scanned documents, and index that metadata into the appropriate system.
• Perform scan requests for services of uploading documents and other media type materials to DMS, DSpace, and ELM-U/C.
• Perform quality assurance for document scans by verifying the correct number of pages, correct page orientation, and legibility.
• Weekly track and report digitization metric efforts and communicate with Classified Digitization Program (CDPM) to provide status of special projects and operation activities.
• Respond to requests for documents or related information from internal and external requestors.
• Track boxes sent to and requested from Records Management storage.
• Liaise between document creators and IT developers to ensure files are uploaded appropriately to the document management system (DSpace).
• Perform other duties as assigned.

Additional responsibilities at the A07.2 level

• Manage customer relationships to independently receive and disposition records for scanning.
• Serve as a scanning subject matter expert for arcane digitization techniques, including microfilm/fiche scanning equipment and large format scanners.
• Assist in equipment repairs, maintenance, purchasing parts, service contracts, and badging service vendors.
• Assist in metadata management tasks using DMS, DSpace, and Smartlogic Semaphore.
• Liaise with other divisions, partners, and stakeholders to maintain working relationships and facilitate internal information sharing.

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
• Advanced verbal and written communication skills necessary to interact with customers and team members with the ability to work independently and as a member of a team.
• Knowledge of basic archival principles and processes.
• Knowledge of and experience working with digitization technology.
• Experience with Microsoft Excel, Microsoft Word, Adobe Photoshop 2021 or later, Adobe Acrobat Pro DC, and FileMaker Pro.
• Experience working with customers to identify and address research questions.

Additional qualifications at the A07.2 level

• Experience managing a team or as a team lead.
• Prior experience working in metadata quality control and indexing.

Qualifications We Desire

• Bachelor’s degree in library science, History, Political Science, or related degree, or an equivalent combination of education and experience.
• Familiarity with arcane media types, such as microfiche, floppy disks, VHS tapes, and CDs.

All your information will be kept confidential according to EEO guidelines.

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

Security Clearance

This position requires an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire. 

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 use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession.  This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.  

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas.  Sensitive Compartmented Information Facilities require separate 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.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

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. 

California Privacy Notice

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 LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.