What are the responsibilities and job description for the Secretary III position at Bay Systems Consulting Inc.?
Duties include:
- Interact with internal and external contacts at all levels to respond to inquiries, gather and provide information, coordinate and schedule activities such as meetings and travel arrangements including preparing and organizing documents/files associated with these activities.
- Serve as a travel resource, research and book domestic and international travel arrangements in accordance with DOE conference reporting using the Laboratory's travel system, coordinating with the Travel Department to ensure all travel complies with policies. Prepare travel expense reports in a timely manner, and in accordance with expense reporting policies and processes.
- Work with the Purchasing Department to provide project procurement and financial reimbursements for the staff.
- Work collaboratively with administrative team members to share best practices and ensure coverage, providing back up to other groups in the Computing Sciences Area as needed.
- Maintain online calendar events and post schedules on the Bldg. 59, 4th floor conference rooms.
- Organize conference rooms, chairs, white boards, and supplies in conference rooms.
- Support NERSC events with registration, site access, badges, create smartsheets, set-up/clean-up, work with service providers.
- Schedule professional appointments, meetings and seminars for staff. Remind staff of seminars, appointments and meetings.
- Utilize various programs (including Microsoft Office, Google applications) on Macintosh computer to create, edit and store complex documents including correspondence, presentations, reports, and technical manuscripts.
- Will be the custodian for office equipment, monitoring and proactively maintaining and arranging service as necessary (paper shredder, copy machines, printers, staplers, etc.)
- Inclusion, Diversity, Equity and Accountability (IDEA) is integral at LBNL and NERSC, staff are highly encouraged to participate and embrace this goal.
Experience:
- Experience in being an effective team member demonstrating initiative, flexibility, resourcefulness, and organization.
- Experience in originating and maintaining documents (e.g. MS Suite and Google Suite) as well as using advanced features of these programs.
- Experience with a strong focus on customer service with an understanding of the importance of delivering an exceptional experience to clients or customers, ensuring their needs are met, and resolving issues in a timely and professional manner.
- Demonstrated ability to analyze a variety of administrative requirements or problems and propose creative solutions.
- Perform various administrative tasks and projects as requested by your supervisor and NERSC leadership in support of the NERSC/LBNL mission.
- Ability to work with initiative, flexibility, and independence in a fast-paced environment under quickly changing conditions, while maintaining attention to detail, responsiveness, and follow through.
- Demonstrated skills in problem solving, working under pressure and multiple demands, handling multiple concurrent tasks, and attention to detail.
- Excellent organizational skills to establish priorities, work independently, and develop and execute complex projects simultaneously.
Desired:
- A minimum of four to six years of specialized administrative experience in a high technology, research or government environment and demonstrated success providing a wide range of administrative support in a team setting.
- Experience with travel, procurement and reimbursement processes.
- Experience and knowledge of LBNL, DOE, and University of California administrative policies, procedures, and practices.
- Demonstrate the ability to quickly learn new applications and platforms.
- Must be dynamic, willing to learn, exhibit polished, professional interpersonal skills to work with personnel at all levels of the organization and visitors to the Lab.
- Ability to occasionally work overtime as required to carry out the responsibilities of the position
