Procurement Service Center Subcontract Administrator

Lawrence Berkeley National Lab’s (LBNL) Office of the Chief Financial Officer Division has an opening for a Procurement Service Center Subcontract Administrator to join the team.

In this exciting role, you will use detailed instructions, practices and procedures to purchase 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. The Service Center Subcontract Administrator, working under close supervision, is responsible for understanding the Service Center’s key performance indicators (KPIs) and metrics, and contributes to the fulfillment of projects and functional area objectives.

What You Will Do at Level 1:

• Purchase high volume, low risk goods and services with a value within the delegated procurement authority limit for this position using the appropriate purchasing methodology while maintaining compliance with LBNL’s policies and procedures.

• Following Laboratory’s Standard Practices (SPs) 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.

• Provide notice to other functional areas with contractual-related responsibilities such as Property Management or Environmental Health, Safety and Security (EHS&S).

• 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.

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• Proactively provide status on all open requisitions and orders to customers in accordance with established operating standards.

• Contribute to the successful achievement of Service Center KPIs.

• 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.

• Collaborate with colleagues and make recommendations for standard responses to inquiries.

In addition to above, Level 2:

• 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, and internal procedures, independently develop resolutions to moderately complex sub-contractual 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 status on 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.

• Provides resolutions to moderately complex procurement related issues by analyzing each situation and exercising sound judgment to determine the most appropriate action.

• Track all incoming customer inquiries in the Help Desk ticketing database, analyzing data collected and leveraging best practices, identify and recommend process improvement and training opportunities.

What is Required at Level 1:

• 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.

• Experience with MS Word, Excel, PowerPoint and Internet browsers.

• Experience with PeopleSoft or an electronic purchasing system.

In addition to above, Level 2:

• 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.

• Effective oral and written communication skills.

• Experience with MS Word, Excel, PowerPoint and Internet browsers.

• Experience with PeopleSoft or an electronic purchasing system.

Desired Qualifications:

• Familiarity with applicable LBNL Procurement Standard Practices, Federal Acquisition Regulations and DOE Acquisition Regulations.

• Experience with Service Contract Act and/or Davis-Bacon Act requirements or equivalent state and/or local labor requirements highly desirable.

Want to learn more about Berkeley Lab's Culture, Benefits and answers to FAQs? Please visit: https://recruiting.lbl.gov/

Notes:

• 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.

• Level 1: Salary Range: Salary for this position will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, and certifications, and also aligned with the internal peer group. The budgeted annual salary range is $63,012-$77,844. 

• Level 2: Salary Range: Salary for this position will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, and certifications, and also aligned with the internal peer group. The budgeted annual salary range is $71,304-$88,080.

• 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.

• This position is eligible for remote work. Remote workers are defined as individuals that reside in the United States, but 150 miles away from Berkeley Lab. There may be an expectation to intermittently conduct work, attend meetings, and training on site. The on-site work location will be at Lawrence Berkeley National Lab, Office of the Chief Financial Officer (OCFO) - Bldg. 971, 6401 Hollis St., Emeryville, CA or may be performed remotely with a flexible work arrangement.  Work schedules are dependent on business needs.

Based on University of California Policy - SARS-CoV-2 (COVID-19) Vaccination Program and U.S Federal Government requirements, Berkeley Lab requires that all members of our community obtain the COVID-19 vaccine as soon as they are eligible. As a condition of employment at Berkeley Lab, all Covered Individuals must Participate in the COVID-19 Vaccination Program by providing proof that vaccination requirements have been met or submitting a request for Exception or Deferral. Visit covid.lbl.gov for more information.

Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments. Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Equal Opportunity and IDEA Information Links:

Know your rights, click here for the supplement: Equal Employment Opportunity is the Law and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.