Administrative Assistant - Procurement

Lawrence Berkeley National Laboratory•Berkeley, CA

1d•$35 - $41•Hybrid

About The Position

Lawrence Berkeley National Laboratory is hiring an Administrative Assistant - Procurement to support the Materials Sciences Division and Chemical Sciences Division through the Joint Division Office. This is a part-time career opportunity at 50%25 time, 4 hours per day Monday through Friday, and reports to the Principal Supervisor, Administrative Services. This role is well suited for an experienced administrative professional who is highly organized, resourceful, and takes pride in supporting essential operations. The Procurement Specialist plays an important role in the day-to-day success of the Joint Divisions by coordinating procurement activities, assisting with timekeeping, and helping maintain an efficient office environment. Working closely with staff, vendors, and internal partners, this position helps ensure purchasing and administrative processes are completed accurately, promptly, and in alignment with Laboratory policy, directly supporting teams conducting impactful scientific research. Berkeley Lab offers the opportunity to contribute to an organization known for world-class research and discovery, with a mission focused on solving important scientific and societal challenges.

Requirements

High-school graduate with a minimum of six years of specialized administrative experience, including at least two years of procurement-focused administrative or clerical experience managing vendor quotes, discrepancies, and Return Merchandise Authorizations.
Ability to troubleshoot and follow issues through to completion.
Strong oral and written communication, interpersonal, and organizational skills, with a high degree of tact and professionalism.
Ability to perform simple mathematical calculations using spreadsheets, such as calculating percentages and sums.
Intermediate computer proficiency, including keyboarding skills and the ability to work effectively on both Mac and PC platforms, with experience using email, websites, Microsoft Word, Excel, Google Docs, Google Sheets, etc.
Demonstrated ability to follow procedures, complete assignments in a timely manner, with high accuracy, under moderate supervision.

Nice To Haves

Experience working in an academic or research environment.
Familiarity with LBNL’s policies and processes related to Timekeeping and/or Procurement.

Responsibilities

Receive requisitions submitted through the Joint Division Procurement form and/or email and retrieve and input orders expediently. Enter requisitions using LBNL procurement systems and purchase low-value items as determined by the division office using a PCard for non-restricted urgent orders.
Track and meet turnaround expectations and provide proactive status updates to requesters.
Maintain clear procurement records.
Approve procurement orders as assigned and recommend alternative vendors when pricing appears excessive.
Troubleshoot and resolve issues involving unauthorized procurements, overpricing, non-delivery, backordered items, and lost or delayed shipments.
Coordinate with vendors and internal accounting to resolve issues that may delay payment.
Review purchase requests and follow up with customers for missing or incomplete information.
Request new vendor information for entry into the procurement system.
Assist customers with obtaining quotes for large purchases and with Return Merchandise Authorizations for returns.
Support personnel with equipment repair requests and serving as a liaison among customers, vendors, and shipping/receiving, including freight forms.
Prepare payment requests for non-procurement purchases such as publications and memberships.
Assist staff with use of eBuy.
Act as Invoice Certifier for purchase orders as assigned.
Provide updates to the content manager when revisions to the Procurement page on the Joint Division website are needed.
Send follow-up reminders to supervisors and employees regarding unreleased or unapproved time.
Work with employees and supervisors to input corrected timesheets and support the Research Administrator with collecting information for effort corrections.
Act as backup Timekeeper for the Joint Divisions when needed.
Complete additional timekeeping projects as assigned.
Check mail areas, hoteling spaces, and conference rooms for assigned building(s) to ensure tidiness.
Ensure Joint Division copiers are in working order by checking paper supplies and toner levels and requesting replacement supplies as needed.
Liaise with Facilities Area Managers or the Building Manager to request work orders as needed.
Place updated room and cubicle occupant door signs as needed.
Provide other building support as needed.
Order supplies for the Joint Division Offices.
Assist with planning special events or provide in-person support for events as directed.
Support the Joint Divisions’ open-access publications compliance as directed.
Support the Joint Divisions’ records management compliance as directed.