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Administrative Assistant

Essential Duties and Responsibilities:
  • Primary responsibilities for this position are to perform complex and recurring administrative tasks.
  • Generate, edit and distribution of documents and correspondence to internal and external stakeholders.
  • Coordinate and implement the retention and filing of electronic and manual records/documents. 
  • Maintain the office supplies and copy machines maintenance. 
  • Convey information, schedule activities and relay messages to Budget Officer and Budget Office staff. 
  • Provide support for distributing funding guidance for signatures and processing to DOE. 
  • Prepare calendars and documents for annual budget submission.
  • Update web page as needed and maintain SharePoint site(s). 
  • Provide support for all monthly reporting.
  • Knowledge of BNL Policies and Procedures related to Budget Office responsibilities.
  • Maintain all Budget Office calendars and coordinate / schedule meetings using Zoom, Teams, and Outlook.
Position Requirements
Required Knowledge, Skills, and Abilities:
  • At least eight (8) years of experience, showing progressively more complex responsibilities in a relevant administrative role. (A bachelor’s degree in a business-related discipline, may offset qualifying experience on a basis of 2:1 (experience:college), as would an associate degree with a minimum of two (2) years related experience.)
  • Proficient in web-based tools and all Microsoft applications.
  • Be able to handle non-routine office matters.
  • Must be highly efficient, well organized and have problem solving skills.
  • Excellent verbal and written communication skills.
  • Can work independently and prioritize workload.
  • Handle multiple and parallel projects.
  • Ability to identify and resolve issues encountered within own area of responsibility, act proactively to develop solutions and provide recommendations to avoid problems.
  • Proficient in Microsoft Office software products; DocuSign, Adobe Professional.
  • Advanced oral and written communication skills; and attention to detail.
  • Excellent organizational skills.
  • Excellent interpersonal skills; collaborative, team-orientation.
  • Ability to exercise a considerable degree of initiative and judgment in a very complex budget and administrative environment and function.
  • Proficiency with Word, Excel, PowerPoint, Outlook and other MS Office products required, as well as Enterprise Resource Planning and systems.
  • Agility with emerging technologies.
  • Ability to handle deadlines and pressure situations.
  • Professional and confidential manner.
Preferred Knowledge, Skills, and Abilities:
  • Familiarity with Peoplesoft Financials and Human Resources Systems.