Berkeley Lab'sHuman Resources Division has an opening for an HR Shared Services Assistant responsible for providing customer service based Human Resources operations support to HR Shared Services programs, activities, and processes including but not limited to Recruiting & Hiring, New Hire Onboarding, Affiliate Program, Terminations, Appointment Extensions, GSRA Process, Contract Labor, etc. Reporting to the HR Shared Services Manager, you will provide administrative and general support to the HR Shared Services team on a variety of routine activities as well as special projects as assigned.
What You Will Do:
Effectively execute all duties while balancing the needs of the customer as well as programmatic requirements. Interact with and greet customers in a proactive, friendly, professional, and service based manner.
Effectively utilize a variety of documented procedures and technology tools to manage and coordinate the administrative processing and execution of assigned HR process activities and transactions.
Serve as customer facing POC (point of contact) for a variety of centralized and standardized customer services. Answer incoming phone calls and emails and aim for the highest level of customer satisfaction through ‘first call/contact resolution’. Use discretion to triage and/or escalate as needed.
Collaborate with fellow HR Shared Services colleagues and partner with stakeholder groups/functions for the effective delivery of customer services (e.g. Site Access/Badge Office, Payroll, Benefits, HRIS, FVA, etc).
Prepare and maintain documentation, files, and materials in a timely manner.
Provide information, instructions, and guidance to customers and stakeholder partners as needed regarding processes, technology support, methods, policies and procedures.
Prepare and process electronic personnel action forms (ePAFs) and service requests for employee actions as needed in a timely manner, ensure data integrity, and follow up as necessary to assure completion of actions.
Serve as point of contact to candidates, employees, affiliates, hiring managers, HR Field and HR Core staff and external parties to provide information regarding HR Shared Services processes, procedures, and service offerings.
Collaborate with HR Shared Services colleagues to modify procedures and/or administrative processes and documents to meet new, existing, and/or evolving operational workflow needs.
Audit and maintain data entry for all activities and processes ensuring the highest level of data quality, integrity and accuracy.
Compose routine to complex correspondence and spreadsheets/reports as needed.
Provide administrative support to HR Shared Services team as appropriate with a variety of administrative tasks and assignments (e.g. schedule, plan, and coordinate team meetings, activities, and events; processing purchase requisitions; order office supplies; facilities work requests; maintain office equipment; etc).
Additional Responsibilities as needed:
Other duties as assigned.
Serve as backup to the HR Service Center Specialist(s) on a variety of tasks as needed.
What Is Required:
Substantial experience (minimum of 2 - 4 years) providing a broad range of customer focused administrative services within a centralized and/or shared services delivery organization.
Experience operating in a fast-paced environment within a centralized or shared services model and serving as a primary point of contact.
Demonstrated ability to engage and interact with customers in an outgoing, proactive, friendly, cordial, professional, and respectful manner at all times. Proven ability to interact patiently and diplomatically with people from a variety of cultures and backgrounds, or for who English is not their first language.
Demonstrated knowledge and understanding of applicable federal and state regulations (e.g. I-9 Employment Eligibility, employment of minors, etc) and the ability to interpret and apply them under limited direction and supervision.
Demonstrated ability to proactively identify and suggest process improvement opportunities.
Proven ability to document, modify, and maintain detailed and accurate procedures for tasks.
Excellent customer service skills with focus on high customer satisfaction through first call resolution, response and escalation protocols, professionalism, service quality and integrity.
Proven ability to provide technical support, instruction, and guidance on a variety of administrative procedures to a broad range of audiences.
Excellent communication skills with the ability to produce high quality work (documents, reports, correspondence) that is concise, logical and grammatically correct. Experience reviewing the work of self or others to ensure quality and accuracy.
Experience interacting effectively and diplomatically with others and establishing and maintaining cooperative working relationships within a diverse environment.
Ability to use excellent judgment and exercise discretion in carrying out duties related to confidential matters.
Must be self-motivated, flexible and have the ability to work with limited direction on assigned projects and assignments. Ability to independently set and change priorities for effectively managing workload.
Excellent organizational skills with ability to establish effective task tracking systems.
Strong work ethic and demonstrated experience in working as an active team member; experience interacting with employees and managers as well as external parties, serving as primary contact point regarding major customer service functions.
Demonstrated problem-solving skills with the ability to comprehend and analyze complex administrative requirements and identify creative or original alternatives to routine practices.
Ability to work with a high degree of confidentiality and discretion required.
Demonstrated experience in performing duties within a highly detail-oriented position, with ability to prioritize and handle multiple priorities and projects in a proactive manner.
Intermediate to advanced level computer skills using a variety of technology tools and applications (e.g. HR Information System, Applicant Tracking System, case management system, Word, Excel, PowerPoint, electronic mail and calendar systems, and ability to do research using the World Wide Web).
Ability to work core business hours and occasional overtime as needed.
Additional Desired Qualifications:
Knowledge and understanding of Laboratory policies and procedures pertaining to employment activities.
Knowledge of Microsoft Access, Visio, and Project helpful.
Knowledge of visa processing regulations and requirements helpful.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on May 31, 2018.
This is a full time career appointment.
Full-time, M-F, non-exempt (hourly paid) from overtime pay.
This position is represented by a union for collective bargaining purposes.
Salary will be determined based on range by collective bargaining agreement.
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.
Work will be primarily performed at: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
Learn About Us:
Berkeley Lab(LBNL) addresses the world's most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab's scientific expertise has been recognized with 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy's Office of Science.
Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities. To view information about the many rewards that are offered at Berkeley Lab-Click Here.
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 thePay Transparency Nondiscrimination Provisionunder 41 CFR 60-1.4. Clickhere to view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 84940
About Lawrence Berkeley National Laboratory
In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with excellence. Thirteen scientists associated with Berkeley Lab have won the Nobel Prize. Fifty-seven Lab scientists are members of the National Academy of Sciences (NAS), one of the highest honors for a scientist in the United States. Thirteen of our scientists have won the National Medal of Science, our nation's highest award for lifetime achievement in fields of scientific research. Eighteen of our engineers have been elected to the National Academy of Engineering, and three of our scientists have been elected into the Institute of Medicine. In addition, Berkeley Lab has trained thousands of university science and engineering students who are advancing technological innovations across the nation and around the world. Berkeley Lab is a member of the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California (UC) and is charged with conducting unclassified research across a wide range of scientific disciplines. Located on a 200-acre site in the hills above the UC Berkeley campus that offers spectacular... views of the San Francisco Bay, Berkeley Lab employs approximately 4,200 scientists, engineers, support staff and students. Its budget for 2011 is $735 million, with an additional $101 million in funding from the American Recovery and Reinvestment Act, for a total of $836 million. A recent study estimates the Laboratory's overall economic impact through direct, indirect and induced spending on the nine counties that make up the San Francisco Bay Area to be nearly $700 million annually. The Lab was also responsible for creating 5,600 jobs locally and 12,000 nationally. The overall economic impact on the national economy is estimated at $1.6 billion a year. Technologies developed at Berkeley Lab have generated billions of dollars in revenues, and thousands of jobs. Savings as a result of Berkeley Lab developments in lighting and windows, and other energy-efficient technologies, have also been in the billions of dollars. Berkeley Lab was founded in 1931 by Ernest Orlando Lawrence, a UC Berkeley physicist who won the 1939 Nobel Prize in physics for his invention of the cyclotron, a circular particle accelerator that opened the door to high-energy physics. It was Lawrence's belief that scientific research is best done through teams of individuals with different fields of expertise, working together. His teamwork concept is a Berkeley Lab legacy that continues today.