Administrative Assistant - Upton, NY

Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

The Facilities & Operations (F&O) Directorate's mission is to support the science and technology and environmental restoration missions of the Laboratory by providing a safe, environmentally sound, and reliable infrastructure, to provide high quality crafts and fabrication services to our customers as needed and to protect people, property, and national security.

The Energy & Utilities (EU) Division operates and maintains BNL's:

Electric Transmission & Distribution System
Central Steam Facility
Central Chilled Water Facility
Potable Water Treatment Facility
Wastewater Treatment Facility
Site Fire Alarm Systems
Building Electrical Systems
Site Energy Management Control System (EMCS)
Energy Procurement
Energy Metering Systems
These operation and maintenance activities are performed in a manner to ensure they are always safe, reliable, efficient, and mission ready. The EU Division oversees BNL's energy management programs including conservation and obtaining economical electric power and fuel supplies for BNL.

Position Description

The Energy & Utilities (EU) Division, within the Facilities and Operations Directorate, has an opportunity to fill the position of Administrative Assistant that reports directly to the Energy & Utilities Division Manager. This is an administrative support position that will participate in performing the administrative aspects in the maintenance, operations, and regulatory requirements of the EU Division and provide partial assistance to the Facilities Management Division. The Administrative Assistant shall work onsite, M-F 8:00am-4:30pm.

Essential Duties and Responsibilities:

Generate purchase requisitions for materials, equipment, and service contracts to support operations and maintenance activities
Schedule meetings, reserve meeting rooms, and arrange virtual meetings
Arrange for visitor guest passes and Lab access for contractors and manage badge renewals
Attend staff meetings and take meeting minutes
Perform fuel price verifications for all liquid fuel deliveries
Arrange and coordinate all travel including authorizations, bookings, and expense reports
Process reimbursements for travel, training classes, and miscellaneous payments
Assist in the onboarding of new staff including updating distribution and e-mail lists
Act as a liaison between F&O property representative and EU staff
Manage, scan, and file engineering drawings, documentation, work permits, packing lists, etc.
Maintain and upkeep a list of contracts and purchase orders with vendors and contractors
Create technical scope of work documents and construction wage screening documents
Maintain the department website, organizational chart, personnel list, vehicle list, etc.
Maintains office supplies inventory and arranges service for all EU copy machines
Review, approve, and track all payments and contract items for all water sampling services
Develop slides for PowerPoint presentations
Maintain and create yearly shift worker calendars
Perform administrative reviews (proper formatting, missing information, etc.) on all documents
Issue utility shutdown notices and update utility reliability indices
Produce shipping memos, shoe /eyeglass vouchers, & receipt of materials
Maintain cooling tower ASHRAE188 reports via the SharePoint site including filing of reports, sample data, cooling tower start-ups/shutdowns, work orders, etc.
Electronic filing and organization of documents and reports on the NYSDOH and SCDHS web portal
Will provide cross-divisional support when requested across the F&O directorate
Organize and coordinate activities such as seminars, and "quality of life" events.

Additional Qualifications/Responsibilities

Required Knowledge, Skills, and Abilities:

8+ years of experience relevant to administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position
Associates and/or Bachelor's Degree may offset qualifying experience 2:1 (experience: college) years.
Highly proficient in MS Office products (Word, Outlook, PowerPoint, Excel) with knowledge of, with ability to learn, SharePoint or equivalent.
Basic knowledge of document control and records management
Knowledge of videoconferencing tools, such as Zoom, MS Teams
Ability to work independently and under pressure to handle routine and nonroutine administrative matters in accordance with established procedures and guidelines
Excellent organization, communication, and administrative editing skills
Ability to review confidential information and maintain compliance
Must have a valid NYS Driver's license
Preferred Knowledge, Skills, and Abilities:

Bachelor's Degree
Familiarity with utility system operations
Experience working in an engineering, scientific, or technical environment
Familiarity / knowledge of PeopleSoft & Workday enterprise management programs
Ability to collaborate effectively with a diverse team, including collective bargaining unit personnel
Advanced technical writing skills
Environmental, Health & Safety Requirements:

Must be able to complete tasks repeatedly
Standing, bending, and lifting, up to 10 lbs.
Use of a personal car may be required at certain times
Other Information:

This is an on-site 5 day per week position
Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $67250 - $97500 / year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.