Administrative Assistant - Berkeley, United States - Bay Systems Consulting Inc.

Bay Systems Consulting Inc. Berkeley, United States

2 weeks ago

Description

Job Description

Title - Administrative Assistant Specialist

3 month contract with extension possibility

$38.59 per hour plus full benefits

On-site / Hybrid

Position summary:Reporting to the Senior Business Manager in the Division Office of the Environment Health & Safety (EHS) Division, the incumbent will provide a wide range of administrative services to support EHS' Health & Safety Department, and other duties as assigned. Under limited supervision, the incumbent is expected to independently make decisions within established guidelines and execution timelines. The employee will independently track, prioritize and monitor divisional administrative workflow, and implement process and procedural improvements as necessary. The incumbent will stay current with changes in procedures and disseminate information to members of the group. The employee will apply advanced-level computer and communication skills, and use sound judgment and initiative to effectively provide professional-level administrative and customer service support. Job duties/responsibilities:● Independently provide advanced-level administrative support in an accurate and timely fashion including maintaining and updating the Department's electronic calendar, off site notifications, document logs, staff certifications/memberships/conferences, databases and websites. Assess inquiries and requests; respond systematically to ensure appropriate action and timely completion of various tasks.

● Schedule, coordinate and attend various meetings as needed.

● Support the H&S Department Head and managers as requested. Follow up on outstanding items for quick resolution.

● Support H&S groups with scheduling, meeting minutes, database support, maintenance requests and tracking, recharge activity and customer support.

● Coordinate administrative requests.

● Provide support at location including filing and archiving, mail and package distribution, light housekeeping, maintenance of office supplies and copier/printer needs. Provide support to division staff as needed.

● Provide backup to Health Services Clinic Reception.

● Communicate effectively with internal staff as well as Berkeley Lab staff and external contacts.

● Interact with EHS Administrative staff in meetings and on committees or teams for process and procedure improvement and knowledge exchange.

Skills required:● Relevant administrative and clerical experience, including demonstrated ability to work under minimal supervision.

● Excellent customer service orientation with demonstrated experience working in a complex organization.

● Demonstrated ability to comprehend and analyze a variety of customer, operational, and administrative requirements or issues, and execute tasks or propose solutions to meet deliverables, deadlines, and milestones.

● Demonstrated computer skills including advanced knowledge in Microsoft Word, Excel, PowerPoint, Google Suite, Smartsheet, and other software as needed to complete tasks.

● Organizational skills sufficient to independently determine priorities and ensure completion of actions in a timely fashion, often in a dynamic environment of competing priorities.

● Excellent communication skills, both verbal and written, to interact effectively and diplomatically with a broad range of personnel including staff members, visitors, and external contacts.

● Strong attention to detail with ability to create accurate and thorough work products.

● Ability to maintain a calm and composed demeanor, exercising sound professional judgment and absolute discretion in order to effectively address any customer requests or sensitive issues.

● Must be able to perform the physical requirements of this position. Specifically, must be able to sit and perform computer-related functions for up to 8 hours per day including data entry, business correspondence, document management, research, calendaring, and taking/preparing meeting minutes, and other duties as assigned.

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