Travel Resolution Specialist Jobs

Lawrence Berkeley National Lab’s (LBNL) Office of the Chief Financial Officer Division has an opening for a Travel Resolution Specialist to join the team.
In this exciting role, you will perform travel functions in compliance with applicable policies, contract requirements, regulations, and laws. Your responsibilities include planning and oversight of moderately complex and varied operational and administrative tasks and activities. Incumbent applies initiative and judgment in accomplishing effective resolution of moderately complex issues. You will interact with internal and external stakeholders; has knowledge of the Travel Services Department and Division practices, techniques and compliance issues as well as applicable Controller’s Office practices.

This position will have key responsibilities with stakeholder communication and training, general travel system administration, reporting, and resolution management.

What You Will Do:

• Monitor trends based on inquiry type to further improve our communication and supporting documentation to end-users.
• Develop reports, databases and metrics; forecast activities. Provide analytic coordination and support for travel related activities.
• Responsible for responding to general inquiries related to travel policy, TREX end-user support, Concur access, and reimbursement status.
• Provide assistance with department operations and business process improvement projects to improve productivity, customer service, and compliance. Identify and evaluate needs; recommend solutions; develop and execute innovative and effective plans to meet objectives. Participate in formal systems development efforts.
• Develop training materials, guidance, desk guides, tools and systems (e.g., websites, databases, spreadsheets, shared documents and sites) to implement policies, processes and procedures effectively.
• Provide support to and data collection for quarter/annual A-123 compliance activities.
• Travel system administration: loading external content from designated travel agency, adding business locations, assignment of travel arrangers and matrix approvers, and update/maintain supporting documentation.
• Provide guidance to internal stakeholders leveraging the directives of Laboratory RPM and the Federal Travel Regulations (FTR).
• May serve as backup during peak periods to review and approve travel expense reports for Laboratory employees, affiliates, and guest travelers.
• Triage help requests to other team members when appropriate.
• Monitor and track deposits, wire transfers, missing payments, stop/reissuance of payments, and AP/Travel Pay Cycle reporting.
• Design clear and concise reports for divisions, OCFO, audit responses, and other requestors as needed.
• Monitor trends, outstanding travel expense reports (including prepayments), open/unresolved authorizations, and unused airfare from designated travel agency.
• Manage department website, develop and distribute department newsletter, and manage department forms.
• Coordinate and lead Travel Liaison Committee (TLC) meetings with Division stakeholders to provide guidance, support, and foster strong outreach relationships.
• Review Berkeley Lab Guest House and local area hotel direct billing invoices for payment.
• Monitor and track payments to non-employee long-term affiliates to the Laboratory.
• Monitor response time and inquiries from internal and external stakeholders in the askUS issues management system.

What is Required:

• Experience applying skills to research, interpret, analyze, compile, and present data and information.
• Demonstrates strong communication skills, both written and verbal, to effectively prepare documentation, reports and compliance advice to Laboratory personnel, and/or other external organizations and agencies.
• Demonstrated skills in basic to high level office administration practices and procedures. Excellent judgment in handling of urgent matters, to determine items that require immediate attention, and initiative to seek necessary information to complete tasks or to redirect requests to others for action as appropriate.
• Ability to work well under pressure and successfully meet hard deadlines.
• Knowledge of and experience in interpreting and applying policies and procedures.
• Ability and flexibility to travel from the office site to other locations.
• Typically, a Bachelor’s Degree or equivalent experience in Business Administration or related field and a minimum of two years of related experience or an equivalent combination.
• Ability to deal with and manage heavy workloads during peak periods.
• Experience in decision making, problem-solving and analytical skills to solve moderately complex issues requiring sound judgment, discretion and tact.
• Intermediate capability in Microsoft Office and/or Google Workspace applications, and ability to produce professional quality, error-free documents, reports and presentations using PC or Mac computer applications Basic to intermediate understanding of standard computer applications and office computer hardware configurations. Proficient in the use of web-based registration tool software.
• Experience using interpersonal skills to effectively explain and build consensus among stakeholders; ability to establish and maintain effective working relations with all levels of personnel, both internal and external to the Laboratory and to represent the Travel &Conference Services team on logistical and other matters.
• Ability to devise new approaches within scope of assignment, perform assignments and make decisions with limited consequence of error.
• Strong skills in providing excellent customer-focused administrative support. Demonstrated ability to take initiative, and remain flexible in a fast-paced environment with competing priorities and multiple demands under pressure. Experience adapting to change and adjusting priorities when needed; ability to anticipate and identify service needs and independently develop solutions. Be proactive, deadline driven and detail and Ability to work on a computer for extended periods of time.
• Familiarity with WordPress, Confluence, or other website development tools.
• Experience in the development and maintenance of moderately complex spreadsheets containing some advanced functions and experience in utilizing commercial and/or institutional travel and financial tools.

Desired Qualifications:

• Knowledge of Regulations Procedures Manual (RPM), and applicable LBNL, DOE, and UC policies and procedures.
• Experience with working at a Department of Energy (DOE) Laboratory, including an understanding of Cost Accounting Standards (CAS), Federal Acquisition Regulations (FAR), DOE integrated contractor relationships, and DOE Acquisition Regulations (DEAR).

Want to learn more about Berkeley Lab's Culture, Benefits and answers to FAQs? Please visit: https://recruiting.lbl.gov/

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.
• This is a full-time, career appointment, exempt (monthly paid) from overtime pay.
• Work will be primarily performed at Office of the Chief Financial Officer (OCFO) — Bldg. 971, 6401 Hollis St., Emeryville, CA.
• This full salary range of this position is between $6,044 to $10,201 per month and is expected to pay between a targeted range of $6,801 to $8,311 per month depending upon candidates' full skills, knowledge, and abilities, including education, certifications, and years of experience.

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:

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