Full Job Description
Lawrence Berkeley National Lab’s (LBNL) Office of the Chief Financial Officer (OCFO) Division has an opening for a Subcontract Administrator to join the team.
In this exciting role, you are responsible for the purchasing of high volume, low risk pCard and purchase orders including lab and office suppliers, chemicals, raw materials, tools, equipment, and off-site equipment maintenance and support services, in support of research at Lawrence Berkeley National Laboratory as governed by the Prime Contract, University of California Laboratory Procurement Standard Practices, Federal Acquisition Regulation (FAR), US Department of Energy Acquisition Regulation (DEAR) and generally accepted best business Practices. You are responsible for understanding the Service Center’s key performance indicators (KPIs) and metrics, identifying and developing process improvement opportunities, and contributing to the successful achievement of functional area objectives and goals.
What You Will Do:
Following Laboratory’s Standard Practices and Procedures, place pCard and purchase orders based on understanding the customers’ requirements and suppliers’ capacity and resolve purchase order issues of limited scope and minimal complexity.
Document and maintain all pCard and purchase orders in accordance with LBNL Policies and Guidelines timely and accurately.
Provide notice to other functional areas with contractual-related responsibilities such as Property Management or EHS.
In accordance with Laboratory’s Standard Practices and procedures, assure timely and accurate reconciliation and close-out of pCard and purchase orders.
In accordance with department operating standards, respond to customer inquiries in a timely manner and keep customers informed of PCard and Subcontract status.
Proactively provide status on all open requisitions and orders to customers in accordance with established operating standards.
In accordance with Help Desk Operating Standards, provide customers with support and advice on incoming procurement related inquiries and issues.
Develop resolutions to issues of limited scope and complexity.
Track incoming customer inquiries in the Help Desk ticketing database.
Additional Responsibilities as needed:
Interpret technical specifications and requirements to fulfill the purchasing needs for the Lab’s technical and scientific Divisions while adhering to all Laboratory’s Standard Practices and procedures.
Determine the most appropriate purchasing mechanism, PCard or Purchase Order, to procure goods and services efficiently and cost effectively.
Make subcontracting decisions based on understanding the customers’ requirements and the suppliers’ capability.
Following Laboratory’s Standard Practices (SPs), and internal procedures, independently develop resolutions to moderately complex subcontractual issues by analyzing each situation and exercising sound judgment to determine the most appropriate action.
Develop and maintain effective working relationships with Procurement and OCFO colleagues and Scientific and Operations division customers. Provide customers with timely and effective advice, coaching, and training on policies and procedures related to purchasing requests. Proactively provide customers with the status of all open requisitions and orders.
Provide notice to other functional areas with contractual-related responsibilities such as Property Management and Environmental Health, Safety and Security(EHS&S).
In accordance with Laboratory’s Standard Practices and procedures, assure timely reconciliation and close-out of PCard and purchase orders and maintain electronic files for all purchase orders.
In accordance with Help Desk Operating Standards, provide customers with a high level of support and advice on all incoming procurement related inquiries and issues.
Independently develop resolutions to moderately complex procurement related issues by analyzing each situation and exercising sound judgement to determine the most appropriate action.
Track all incoming customer inquiries in Help Desk ticketing database. By analyzing data collected and leveraging best practices, identify and recommend process improvement and training opportunities.
Proactively collaborate with colleagues to make recommendations for standard responses to inquiries.
What is Required:
A Bachelor’s degree or equivalent training and experience, and a minimum of 0-1 year of related experience.
Effective oral and written communication skills.
General knowledge of procurement activities and systems, and an understanding of, or the ability to learn, Department’s policies and procedures in order to provide advice and guidance to internal and external customers.
Ability to apply concepts and principles to research and resolve procurement related issues of limited scope and complexity.
Ability to professionally and effectively interact and build relationships with internal and external customers, including dealing with difficult customer service issues.
Ability to manage multiple tasks and handle a high volume workload.
Ability to work in a team environment.
Must maintain a high level of accuracy and attention to detail.
Experience with MS Word, Excel, PowerPoint and Internet browsers.
Experience with PeopleSoft or an electronic purchasing system.
Ability to work in excess of a normal workweek to meet assignments/deliverables.
Ability to work well under pressure and successfully meet deadlines.
Ability to work on a computer for extended periods of time.
Familiarity with applicable LBNL Procurement Standard Practices, Federal Acquisition Regulations and DOE Acquisition Regulations.
Typically two years of experience in procurement related activities, including the purchasing of technical goods and services, or an equivalent combination of experience and Bachelor’s degree.
Knowledge of procurement activities and systems, and an understanding of, or the ability to learn, Department’s policies and procedures in order to provide advice and guidance to internal and external customers.
Excellent customer service skills; ability to professionally and effectively interact and build relationships with internal and external customers, including dealing with difficult customer service issues.
Ability to apply concepts and principles to research and resolve procurement related issues of moderate complexity.
Negotiating, time management and organizational skills.
Strong analytical skills and ability to develop efficient and effective processes.
Ability to process sensitive data with discretion.
Strong problem resolution skills.
Experience with Service Contract Act and/or Davis-Bacon Act requirements or equivalent state and/or local labor requirements highly desirable.
Knowledge of applicable LBNL Procurement Standard Practices, Federal Acquisition Regulations and DOE Acquisition Regulations.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on June 28th, 2021.
This is a full time, 1 year, term appointment with the possibility of extension or conversion to Career appointment based upon satisfactory job performance, continuing availability of funds and ongoing operational needs.
This position will be hired at a level commensurate with the business needs and the skills, knowledge, and abilities of the successful candidate.
This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to hire individuals from different backgrounds, experiences, and perspectives who share these same values and commitments.
Work will be primarily performed at Office of the Chief Financial Officer (OCFO) — Bldg. 971, 6401 Hollis St., Emeryville, CA.
Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."
Lawrence Berkeley National Laboratory encourages applications from women, minorities, veterans, and other underrepresented groups presently considering scientific research careers.