Administrative Specialist 04005 LBYD Federal

Location: Berkeley, CA
Title: Administrative Specialist
Schedule (FT/PT): Full-time
Travel Required: 0%
Government Clearance: Ability to Obtain

At LBYD Federal, "Large Firm Expertise, Small Firm Responsiveness", is the motto that we put into action every day.

We perform high quality engineering, architecture, and professional services in a fast-paced and collaborative environment, with our employees being our greatest asset. We offer you the opportunity to work on exciting and challenging projects for a wide variety of federal clients nationwide. LBYD Federal prides ourselves in being responsive to our clients and partners by empowering you to make decisions and build trust on the front lines.

We provide exceptional opportunities for you to develop and grow your career through education, training, certifications, work assignments, and advancement. We also strive to maintain a 98% employee retention rate, by providing exceptional growth opportunities across affiliated business lines including Engineering, Environmental, Construction, and Mission Support activities.

LBYD Federal has a highly competitive benefits package including 401(k) matching and medical, dental, and life insurance options. We have a formalized mentorship program, professional development through North Wind University, a health & wellness program, and an employee service awards program to enhance your experience and job satisfaction. Additionally, we support the communities where we live and work by taking part in community fundraisers and volunteering through local organizations. LBYD Federal is a diverse, veteran-friendly firm that provides the right environment for leaders and results-oriented professionals to thrive. Come join our team!

POSITION PURPOSE:

The Administrative Specialist will provide administrative support to the U.S. Department of Energy (DOE).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide contract administration support to Contracting Officers:
  • Assist with Contract FAR and DEAR clause updates.
  • Prepare Language Mods
  • Prepare Mod Checklist, Memo to File, and Continuation Pages for Language Modifications.
  • Update Conformed Contract
  • Update Contract Mod Spreadsheet
  • Prepare and execute Funding Modifications in STRIPES
  • Track LBNL Gifts by recording in Gifts Log
• Manage and maintain administrative databases to include structure and content (ie: SharePoint)
• Provide records management and archival support:
  • Convert all paper records into electronic format.
  • Administer Records filing and disposition.
  • Research NARA and DOE Disposition schedules and analyze to determine appropriate records disposition.
  • Create and update Records Inventory Disposition Schedule (RIDS) for Site Office.
  • File correspondence electronically in SharePoint.
  • Archive documents to Federal Records Center using the Archives and Records Centers Information System (ARCIS).
  • File incoming/outgoing documents using the SharePoint electronic database system
  • Research/ locate letters and documents for staff.
• Provide correspondence, reports, and graphic presentation support using BSO Correspondence Guidelines.
• Provide conference calls/video conferences set ups including coordinating with participants
• Ensure Senior Level Management meetings are managed and coordinate with outside partners.
• Assist with preparing travel authorizations, making travel reservations, and processing vouchers upon completion of travel.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Maintain a close and highly responsive relationship with the day-to-day activities of the managers, supervisors, and staff.
• Functions effectively independently
• Responsible for keeping an immediate work area in a neat and orderly condition to ensure the safety of self and coworkers.
• Report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Immediately correct any unsafe conditions to the best of own ability.

MINIMUM QUALIFICATIONS:

Education and Experience:

• HS Diploma or GED
• 6 years' experience office administration

Skills and Abilities:

• High level of proficiency in time management and ability to follow set procedures and processes.
• Ability to recall/retain a high volume of information/details.
• Effective communication is vital to prevent any misunderstandings and/or misinterpretations
• Proficiency in Microsoft Office Suite and Adobe.
• Knowledge of, or training in, Video Conference systems such as Microsoft Teams or Zoom, Adobe, and SharePoint sharing of documents.
• Excellent proofreading and editing skills
• Must be proficient in CONCUR and ADTRAV.

Special Requirements:

• Ability to pass a background check and drug screening and/or obtain any required security passes and network access.

PREFERRED QUALIFICATIONS:

• DOE Experience preferred

PHYSICAL DEMANDS:

This position is a sedentary role. While performing the duties of this job, the employee will be sitting for long periods of time but will also be required to stand, walk, and communicate with others, and light lifting up to 20 pounds.

WORKING ENVIRONMENT:

• All work will be performed indoors.
• Exposure to standard office equipment and noise levels.

North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation form to get assistance.

North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability.

Proof of citizenship will be required as a condition of employment.