Assistant Staff Specialist - Property

The Business Services Directorate (BSD) provides high-quality business services to support the Lab's research initiatives by participating in cross-functional teams with a focus on risk mitigation and cost management, which is a critical component to the Lab's success. Led by the Chief Financial Officer, Brookhaven's Business Services Directorate includes the Budget Office, Fiscal Services Division, Procurement & Property Management Division, Chief Financial Office, and the Business Operations Offices. The Directorate manages a broad range of financial activities, including the planning and implementation of the Lab's fiscal matters and its approximately $800 million annual budget.

The mission of the Procurement and Property Management (PPM) Division is to provide support for purchasing services, materials, equipment and supplies for Brookhaven National Laboratory operations and programs. The Procurement and Property Management Division does the following:

• Provides internal customers with quality products and services in a timely manner at the lowest cost of ownership, i.e., "best value" using best commercial practices.

• Supports the Laboratory's socioeconomic programs by using reliable small, small disadvantaged, women-owned, service- disabled veteran owned and HUB (historically underutilized business) Zone businesses.

• Ensures that acquisitions are conducted in compliance with BSA's Prime Contract, applicable statutes and regulations, and in accordance with the highest ethics and standards.

• Oversight of BNL Property Management Program to effectively track and account for BNL assigned Government Property.

PPM has an opening for an Assistant Staff Specialist position within the Property group. This individual will report to the Property Manager.

Essential Duties and Responsibilities:

• Provide skilled administrative support to the Property Manager and property staff.

• Generate purchase requisitions for materials and equipment to support operations.

• Coordinate, submit, and track work orders.

• Arrange and coordinate all travel including authorizations, bookings, and expense reports.

• Generate, edit, and distribute documents and correspondence.

• Coordinate and implement the retention and filing of electronic and manual records/documents.

• Process all required documentation for Internal Departmental Equipment Transfers.

• Process retirement reports for vehicle disposition, cannibalization, Waste Management, and assets which no longer require tracking.

• Generate and maintain Property Passes for the Procurement & Property Management Division.

• Run various property queries in PeopleSoft Financials to maintain accurate property management records.

• Review and reconcile the subcontractor government property master spreadsheet and participate in the property closeout process.

• Review and reconcile the Property Management Daily Equipment Purchasing Review Report.

• Review and distribute Master Property Records for new assets.

• Serve in the role of Property Representative for the Procurement & Property Management Division.

• Provide guidance and assistance to Property Representatives regarding policies and procedures within the Property Management System.

• Serve as delegate to the Precious Metals Control Officer (PMCO).

• Assist the Property Administrator in functions relating to Walkthrough Inspections, Property Transfers, Loan Agreements, and Mission Movements. Serve as back up for these functions in their absence.

Position Requirements:

• Bachelor's Degree in a related business field or equivalent experience generally based on the basis of 2:1 (experience: college) years

• Proficient in MS Office products (Word, Outlook, PowerPoint, Excel) with knowledge of SharePoint or equivalent.

• Familiarity with PeopleSoft Financials or similar applications.

• Familiarity with DocuSign or similar applications.

• Knowledge and experience in the use of Adobe Acrobat.

• 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.

• Ability to identify and resolve problems within own area of responsibility.

• Ability to identify organizational resources and seek assistance when needed.

• Experienced in gathering and organizing information.

• Ability to establish positive working relationships at all levels.

• Operate in a team environment and remain flexible with assignments.

• Handle multiple and parallel projects and independently prioritize work assignments.

• Ability to obtain and retain Property Management Certifications.

Preferred Knowledge, Skills, and Abilities:

• Formal Property Training/Certification.

• Familiarity with PeopleSoft Financials.

• Familiarity with SharePoint.

• Familiarity with DocuSign.

• Knowledge of Asset Management within the DOE complex.

Other Information:

• A drivers' license is required as well as the use of the employee's private vehicle, primarily on site.

• Travel off site may be required for training.

• Experience with Asset Management practices and principles.

• This is an onsite position located in Upton, NY

Compensation:

Brookhaven Laboratory is committed to providing fair, equitable, and competitive compensation. The full salary range for this position is $67,250 - $97,500 / year. Salary offers will be commensurate with the final candidate's qualification, education, and experience and considered with the internal peer group.