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23 Sep 2022

Full-Time Administrative Assistant – IT Division

LBL – Posted by LBL Berkeley, California, United States

Job Description

Administrative Assistant – IT Division – 96921

Division: IC-Information Technology

The Lawrence Berkeley National Lab’s (LBNL, LBNL) Information Technology Division (ITD, Information Technology) has an opening for an Administrative Assistant (AAIII) to join the team.

In this exciting role, you will provide a comprehensive range of specialized administrative services requiring judgment and initiative. You will be expected to apply highly specialized knowledge (i.e., administrative policies and procedures to support operations activities, and advanced computer and software skills) to ensure that ITD is successful in supporting its 150+ staff, guests, and student population.

What You Will Do:

• Act as the first point of contact for external and internal customers of ITD. Proactively greet guests and staff and initiate introductions with key administrative and technical personnel. Responsible for handling questions and issues raised by customers regarding general procedure/policy or directing them to appropriate resources/contacts.

• Provide day-to-day administrative support to:

    ◦ Staff and guests, including travel transactions; procurement of goods and services; time reporting; shipping and receiving (mail distribution/delivery, tracking), general/ad hoc meeting and conference room reservations and logistics; site access (parking/visitor passes), visitor/guest forms; safety; etc.

    ◦ Division’s Business Center Resources: Conference rooms, mailroom, common spaces, supply rooms, A/V and business office equipment, government vehicles. Responsible for the safety, general upkeep, maintenance, and tracking of resources.

    ◦ Division Leadership – travel and calendaring and support human resources activities (support hiring and onboarding).

• Provide guidance and training to ensure compliance with various administrative and general business processes, including:

    ◦ Property, key requests/transfers and building access for office or lab space, request ergonomic evaluations. Provide hands-on training on time reporting and other business processes, as needed.

• Act as a back-up for administrative personnel at other locations, as well as the Division Director’s   and Operations Deputy’s offices.

• Plan, Coordinate, and Assist with all IT events.

• Act as a Property Coordinator. Update property databases with new custodian assignments. Provide guidance and implement novel property management procedures. Will participate in property inventory events led by the Division Leadership.

• Act as a Timekeeper. Assist and train employees on using LETs. Liaise with the Payroll Department, and work with ITD Resource Analyst to resolve timekeeping issues. Responsible for ensuring sound business practices and timely responses for inputting and approving time.

• Support the Procurement Requisition Process. Research commodity/order information, consult with requesters, and interact with the Procurement Department to ensure that all items ordered are compliant with LBNL policy and procedures, ensure requests have complete information required for input into FMS, ensure that requests are routed to the correct approver, and data entry into FMS in a timely manner. 

 

What is Required:

• This opportunity requires an excellent interpersonal/customer service skills and 4-6 years of relevant administrative assistant experience.

• Experience with administrative and financial transactions and documentation (such as procurements, travel).

• Experience working with financial/non-financial data (such as office metrics, space, asset inventory).

Strong skills with demonstrated abilities to independently operate within a (mostly virtual) office environment.

• Strong skills with a great interest in working with accessing, relating, inputting and maintaining databases with a demonstrated ability to analyze and synthesize data into charts, graphs, and queries using various software applications.

• Demonstrates independent and sound problem-solving and decision-making skills and the ability to suggest and implement new ways of providing efficient and cost-effective support services.

• Ability to function independently as well as part of a team and take direction from other support staff members, work leads, supervisor, and ITD customers in general.

• Ability to maintain flexibility during periods of changing work priorities and tight time constraints.

 

Desired Qualifications:

• Experience planning conferences and meetings.

• Experience in or familiarity with DOE, Lab, or University of California policies and procedures.

• Experience working in a strong safety culture

• vKnowledge of relevant LBNL policies and procedures.

• Knowledge of LBNL systems (such as Asset Management System, FMS, eBUY, TREX).

Want to learn more about Berkeley Lab’s Culture, Benefits and answers to FAQs? Please visit: https://recruiting.lbl.gov/

Notes:

• This is a full-time career appointment, non-exempt (hourly paid) from overtime pay.

• This position is represented by a union for collective bargaining purposes.

Salary will be determined based on range by collective bargaining agreement.

• This position is subject to the financial disclosure requirements of the California Political Reform Act of 1974. The successful candidate for this position will be required to file financial interest statements upon assuming this position, annually while holding this position, and when leaving this position.

• Work may be performed on-site, hybrid, or full-time telework. Work must be performed within the United States.

 

Based on University of California Policy – SARS-CoV-2 (COVID-19) Vaccination Program and U.S Federal Government requirements, Berkeley Lab requires that all members of our community obtain the COVID-19 vaccine as soon as they are eligible. As a condition of employment at Berkeley Lab, all Covered Individuals must Participate in the COVID-19 Vaccination Program by providing proof of Full Vaccination or submitting a request for Exception or Deferral. Visit covid.lbl.gov (https://covid.lbl.gov/) for more information.

Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA, https://diversity.lbl.gov/ideaberkeleylab/) and strives to continue building community with these shared values and commitments. Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab’s mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Equal Opportunity and IDEA Information Links:

Know your rights, click here (https://www.dol.gov/agencies/ofccp/posters) for the supplement: Equal Employment Opportunity is the Law and the Pay Transparency Nondiscrimination Provision (https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf) under 41 CFR 60-1.4.

How to Apply

How To Apply Apply directly online at http://50.73.55.13/counter.php?id=239759 and follow the on-line instructions to complete the application process.

Job Categories: Equal Opportunities. Job Types: Full-Time.

Job expires in 13 days.

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