Administrative Specialist - Health Information Management Quality Assurance

Livermore, California, US
Jul 10, 2024
Posting live until
Oct 08, 2024

Company Description

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 committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is important for continued success of the Laboratory’s mission.

Pay Range

$35.98 - $43.67 Hourly

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

Job Description

We have an opening for an Administrative Specialist in the Environment, Safety, and Health (ES&H) Directorate, supporting the Health Services Department (HSD). This role will analyze the quality of documentation, questionnaires, medications, and vaccination to make sure all the elements are completed and signed. Validate that labs, X-rays, EKGs, and other tests are completed. Track all the results of Quality Assurance (QA) process and communicate it with Physicians, Registered Nurses/Physicians Assistants (RNs/PAs), and Health Information Management (HIM) staff to have the deficiencies completed. This position reports directly to the Health Information Management Supervisor.

This position requires full-time on-site presence due to the nature of the work.

You will

  • Quality review documents for completeness, scan and upload forms, Lab results, X-rays reports, EKG reports, and other tests and encounters into Electronic Medical Record (EMR).
  • Process Commercial Driver License (CDL) paperwork. Ensure the reports and tests are completed and uploaded into the EMR. Report the required information to Department of Moter Vehicles (DMV).
  • Process referrals to the Custom Hearing Protection Program by sending referrals and creating purchase orders. Hearing Conservation Panel - quality review of hearing questionnaires and audiogram documents for completeness and upload into EMR.
  • Quality review and monitor for completeness including panels (All surveillance, Asbestos, Beryllium, ETC), Psychological evaluation, Physical exam, other tests), and universal panel encounters (Certificates, forms, tests and questionnaires are uploaded), and QA documents.
  • Process Lymphocyte proliferation test (LPT) by entering results into Beryllium (BE) Database - prepare forms and send emails. Process Forensic Science Cholinesterase (FSC) results annually by downloading the results from database and provide the results to the Physician for sign off.
  • Process and perform release of Information to requesters.
  • Back-up Front Desk to provide customer services.
  • Review and verify employee’s surveillance and certification documents and encounters due to a time sensitive process and ensure that select employees are eligible to perform mission critical and programmatic work.
  • Perform other duties as assigned.


  • Experience maintaining a complex and confidential system of electronic medical records.
  • Advanced administrative experience and skills, including accurate keyboarding, editing grammar and proofreading skills; advanced knowledge of office procedures and techniques.
  • Experience multi-tasking- and functioning independently effectively under pressure while maintaining customer focus, using discretion and mature judgement in a fast-pacing environment. Must be flexible and versatile to float to other positions when necessary.
  • Advanced organization skills, attention to detail, accuracy and follow-through and the ability to independently determine and priorities multiple and complex tasks and goals with frequent interruptions and short deadlines.
  • Effective verbal and written communication and interpersonal skills necessary to interact effectively with discretion to the diverse group of professionals and disciplines internal and external to the Laboratory.
  • Experience functioning effectively as a team member, as well as independently.
  • Demonstrated independent decision making and analytical skills, as well as ability to anticipate, identify, and resolve problems and issues.

Additional Information


Position Information

This is a Flexible Term appointment, which is for a definite period not to exceed six years. If final candidate is a Career Indefinite employee, Career Indefinite status may be maintained (should funding allow).

Why Lawrence Livermore National Laboratory?

Security Clearance

None required. However, this position involves U.S. Export Control; this work must be performed by a U.S. person (U.S. citizen, U.S. lawful permanent resident, U.S. national, or U.S. protected individual (e.g., refugee, asylee)).

If your assignment is longer than 179 days cumulatively within a calendar year, you must go through the Personal Identity Verification process. This process includes completing an online background investigation form and receiving approval of the background check. (This process does not apply to foreign nationals.)

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.

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:

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.