Posted: Tuesday, September 26, 2017 10:47 PM
Job Description Title: Administrative Assistant Start: 09/05/2017 End: 11/17/2017 Pay Rate: $25.00 Hourly POSITION SUMMARY: Briefly summarize the primary purpose of the position. Reporting to the OCFO Administrative Supervisor and working under general direction, the Administrator manages general administrative services for the Budget Office and Controller’s Office departments, a combined population of approximately 60 employees. Responsibilities include independent management, planning, and oversight of moderately complex and varied operational and administrative tasks and activities. Incumbent applies initiative and judgment in accomplishing effective resolution of moderately complex issues. The Administrator interacts with personnel at all levels within the division and occasionally outside the division; has a broad knowledge of Budget Office, Controller’s Office and division administrative tasks. Duties: Essential 40% Office Management/ Department Support · Working collaboratively with department managers and staff provide a lead role in a wide variety of ongoing activities including meeting and event planning and scheduling, data gathering, material preparation, travel, and purchasing. · Arrange logistics for off-site meetings and events, such as quarterly all-hand meetings, trainings, peer-reviews, etc. · Track and manage action items for department managers, coordinate and support communications flow among senior management team. · Organize and maintain department electronic and paper files and ensure that the appropriate department staff responds to critical deliverables in a timely manner. · Manage HR and Payroll functions and activities related to recruitment and hiring of employees, and processing of contract workers and affiliates. Oversee departments’ monthly and weekly time reporting in the Laboratory Employee Time System. Handle employee inquiries regarding payroll errors. Partner with Human Resources to coordinate the annual performance review process, including designing, managing, and troubleshooting the shared repository, training supervisors, managing communications, work-flow and tracking, and ensuring compliance with HR requirements. · Manage the collection and reporting of departments’ off-site training for DOE conference approval. · Coordinate the installation of new or upgraded telephone and data processing equipment. Monitor telephone charges. Keep informed of telephone and data services available and coordinate with Telephone Services or LBNL Network Operations to find solutions to operational requirements. · Coordinate and plan the use of available office space throughout the year – particularly during peak periods to meet additional staffing needs. Coordinate office relocations. 40% Support to the Budget Officer and Controller · Manage all aspects of the Department Heads’ schedule, commitments, and travel arrangements using a high degree of discretion, diplomacy, anticipation and organization, interfacing with Lab Directorate, University of California, DOE and other key contacts, and preparing agenda and meeting materials. Understand the Department Heads’ operations, priorities, and responsibilities and use independent judgment to triage a broad range of scheduling issues and decide on a course of action. · Exercising significant professional judgment and independent initiative, review and triage incoming correspondence to determine their significance and plan for distribution. Compose correspondence and send out e-mail under the Department Heads’ signatures to both internal and external recipients. · Prepare and/or coordinate preparation and compilation of presentations, reports and other material in support of Department Heads’ or senior management activities and meetings. Review documents prepared by others to ensure they are error-free, subject matter is presented clearly and concisely, and formatting is consistent throughout document and conforms to OCFO and department branding. Marginal 20% Miscellaneous Administrative Support: · Perform various administrative responsibilities as needed in support of Budget Office, Controller’s Office, other OCFO departments and the OCFO division. Serve as administrative back-up for other OCFO administrative staff. · Participate actively in quality, process improvement and re-engineering efforts. Emphasize continuous improvement and best practices. Help fulfill the overall goals of Budget and Controller’s Offices by performing additional tasks as assigned when the need arises. POSITION QUALIFICATIONS: Identify specific knowledge, skills, abilities, certifications or licenses required to perform the job, as well as physical and/or environmental factors under which the job must be performed. Identify Essential (required) and Marginal (preferred). Essential · BA/BS desired and minimum of two to four years (or equivalent combination) of directly related experience providing administrative/executive assistant support to a senior manager, including demonstrated skills in organizing and managing multiple priorities and deadlines. Excellent judgment in managing Department Head’s daily activities, including scheduling and calendar management, handling of urgent matters, computer issues, etc. Ability to screen and prioritize requests made to the Department Head; judgment to determine items that require immediate attention, and initiative to redirect requests to other Division staff for action as appropriate. · Strong skills in providing excellent customer-focused administrative support. Demonstrated ability to take initiative, assume responsibility and remain flexible in a fast paced environment with competing priorities. Experience adapting to change and adjusting priorities when needed; ability to anticipate and identify service needs and independently develop solutions. Demonstrated ability to use creativity and problem solving skills to meet support needs. · Very strong interpersonal and communications skills including excellent verbal and written communications skills. Ability to act as point of contact and interact effectively with a wide variety of internal and external contacts at various levels. Calm, professional appearance and demeanor and ability to work effectively and professionally with a variety of people, including those at the highest Lab and DOE levels and in distant locations, and to represent the Department Head on logistical and other matters. Able to function effectively as a team member. · Experience arranging and rearranging travel, including interacting with travel agency, hotels and carriers; and processing travel approvals and expense statements. · Intermediate capability in Microsoft Word, Excel,PowerPoint, Calendar and email applications, and ability to produce professional quality, error-free documents, reports and presentations using PC computer applications. Basic to intermediate understanding of standard computer applications and office computer hardware configurations Marginal · Thorough understanding of DOE, LBNL, UC and Division policies, procedures and systems. · Working knowledge of LBNL financial and HR systems. · California driver’s license.
• Location: East Bay
• Post ID: 83264737 eastbay