Hr Shared Services Assistant

Lawrence Berkeley National Lab’s (LBNL) Human Resources Division has an opening for a HR Shared Services Assistant to join the team.

In this role, you will provide customer service-based support for HR Shared Services programs, activities, and processes including but not limited to Recruiting & Hiring, New Hire Onboarding, Affiliate Program, Terminations, Appointment Extensions, Contract Labor, etc.

What You Will Do:

• Effectively utilize a variety of documented procedures and technology tools to manage the administrative processing and execution of assigned HR process activities and transactions.
• 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, UCPath, etc). Proactively establish cohesive and collaborative working relationships with HR colleagues in the Field HR Teams.
• Print, prepare, assemble, and maintain documentation, files, and materials in a timely manner. Distribute to appropriate parties and monitor per established procedures and protocols.
• Compose routine to complex correspondence and spreadsheets/reports as needed.
• Audit and maintain data entry for all activities and processes ensuring the highest level of data quality, integrity and accuracy. Using HR technology applications, run regular and ad hoc reports as determined or needed.
• Serve as customer facing POC (point of contact) for a variety of centralized and standardized customer services. Perform required physical examinations of documentation presented by individuals, including but not limited to documentation presented to establish identity and employment authorization.
• Answer incoming phone calls and emails and aim for the highest level of customer satisfaction through “first call/contact resolution”. Greet drop-in visitors (employees, affiliates, etc.) to the HR Shared Services office and assist with their questions and service needs. Use discretion to triage and/or escalate as needed.
• 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.
• Provide information, instructions, and guidance to customers and stakeholder partners as needed regarding processes, technology support, methods, policies and procedures.
• Review, research, facilitate, or resolve pending administrative items. 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.
• Prepare and process UCPath transactions 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.
• Provide administrative support to the 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).
• Serve on HR working teams, projects or committees as needed.
• Prepare conference rooms for new hire orientation sessions (arrange tables/chairs), assemble handout materials and sign-in sheets, and facilitate logistics (greet arrivals, escort to badge office, directions to work location, etc).
• Serve as point of contact (by email and phone as well as scheduled and ad hoc drop-in visits) for candidates, employees, affiliates, hiring managers, HR Field and HR Core staff and external parties to provide information and assistance regarding HR Shared Services processes, procedures, and service offerings.
• Within the scope of the position, identify issues and provide solutions to moderate to complex administrative problems. May work on project teams to improve processes.

What is Required:

• Ability to use excellent judgment and exercise discretion in carrying out duties related to confidential matters.
• Proven ability to document, modify, and maintain detailed and accurate procedures for tasks.
• Demonstrated ability to proactively identify and suggest process improvement opportunities.
• 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 within a centralized or shared services model and serving as a primary point of contact.
• Proven ability to provide technical support, instruction, and guidance on a variety of administrative procedures to a broad range of audiences.
• Demonstrated experience in performing duties within a highly detail-oriented position, with ability to prioritize and handle multiple projects in a proactive manner.
• Excellent customer service skills with focus on high customer satisfaction through first call ticketing, or email resolution, response and escalation protocols, professionalism, service quality and integrity.
• Demonstrated ability to engage and interact with customers in an outgoing, proactive, and professional manner at all times.
• 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.
• 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, Google Apps, Word, Excel, PowerPoint, electronic mail and calendar systems, and ability to do research online.

Desired Qualifications:

• Knowledge of Smart Sheets, PeopleSoft, Taleo.
• Knowledge and understanding of Laboratory policies and procedures pertaining to employment activities.
• Knowledge of visa processing regulations and requirements helpful.

Notes:

• 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.
• Salary will be determined based on range by collective bargaining agreement.
• This is a full-time career appointment, non-exempt (hourly paid).
• This position is represented by a union for collective bargaining purposes.
• This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.
• The full salary range of $27.83 - $37.28 for the 585.3 HR Shared Center Asst III. Salary for this position will commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, certifications, plus also aligned with the internal peer group.

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.