Business Specialist – Contract Administrative Representative

Brookhaven Science Associates, LLC; Upton (NY); On-site; USD 83,000 - 124,000; Full time

Job summary

Brookhaven National Laboratory is seeking a Business Specialist to join the ISS Directorate Business Office, supporting procurement, contract administration, and financial processes at a major DOE lab. Responsibilities include processing requisitions, managing invoices, and ensuring conformance with SOWs, JNCPs, and contract terms.

With a 4-year track record in a similar role, you will interact with scientific and administrative staff, uphold lab rules, and contribute to efficient operations in

Qualifications

• Bachelor’s degree in accounting, finance/business or directly related field or equivalent experience based on 2:1 (experience: college) years.
• 4 years of relevant work experience
• Clear, concise, professional communication and interpersonal skills.
• Knowledgeable of GAAP/CAS/FAR requirements as related to areas of responsibility.
• Microsoft Office including Excel.
• Applies independent judgment that demonstrates ability to effectively prioritize and meet deadlines.
• Able to identify and resolve issues encountered within own area of responsibility.
• Ability to establish routine contacts and provide detailed and complex information that will be used to make decisions of business consequences.
• Should be a flexible team player who will successfully interact with both the scientific and business staff and will be motivated to assist Business Operations Manager as requests arise.

Responsibilities

• Serve as the Contract Administrative Representative (CAR) for the ISS Business Office staff in providing all procurement responsibilities.
• Process purchase requisitions which entail assisting the end user in obtaining supplies and services.
• Work with staff to ensure proper documents are provided with requisitions including statement of work, justification for non-competitive procurements (JNCP), and other documents.
• Process invoices ensuring that they are properly authorized interacting with Accounts Payable (AP), Procurement and Property Management (PPM), and department personnel.
• Resolve potential problems with invoices including proper documentation.
• Work with technical reps to ensure compliance to contract terms and conditions.
• Proactive monitor, report and track procurements. This is a full process; from requisition generation to contract close out;
• Adhere to all BNL business rules, allowable cost monitoring and compliance;
• Operating in a team environment and remaining flexible with assignments while serving in a diverse and international population;
• Demonstrated commitment to working safely, acting ethically, and taking personal accountability for operational excellence.

Skills

Clear, concise, professional коммуника

GAAP/CAS/FAR knowledge

Excel

Independent judgment

Interpersonal skills

Education

Bachelor’s degree in accounting, finance/business or directly related field or equivalent experience based on 2:1 (experience: college) years.

Tools

ERP systems

PeopleSoft

Laboratory financial system knowledge

Job description

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, Digital Transformation 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 $900 million annual budget. The Business Services Directorate (BSD) has an opening for a Business Specialist position within the Business Operations Office supporting the Innovation, Science and Security Directorate (ISS) Business Office. This individual will report to the Business Operations Manager for the ISS Directorate Business Office.

Essential Duties and Responsibilities

• Serve as the Contract Administrative Representative (CAR) for the ISS Business Office staff in providing all procurement responsibilities;
• Process purchase requisitions which entail assisting the end user in obtaining supplies and services;
• Work with staff to ensure proper documents are provided with requisitions including statement of work, justification for non-competitive procurements (JNCP), and other documents;
• Process invoices ensuring that they are properly authorized interacting with Accounts Payable (AP), Procurement and Property Management (PPM), and department personnel;
• Resolve potential problems with invoices including proper documentation;
• Work with technical reps to ensure compliance to contract terms and conditions;
• Proactive monitor, report and track procurements. This is a full process; from requisition generation to contract close out;
• Adhere to all BNL business rules, allowable cost monitoring and compliance;
• Operating in a team environment and remaining flexible with assignments while serving in a diverse and international population;
• Demonstrated commitment to working safely, acting ethically, and taking personal accountability for operational excellence.

Required Knowledge, Skills, and Abilities

• Bachelor’s degree in accounting, finance/business or directly related field or equivalent experience based on 2:1 (experience: college) years.
• 4 years of relevant work experience
• Clear, concise, professional communication and interpersonal skills.
• Knowledgeable of GAAP/CAS/FAR requirements as related to areas of responsibility.
• Microsoft Office including Excel.
• Applies independent judgment that demonstrates ability to effectively prioritize and meet deadlines.
• Able to identify and resolve issues encountered within own area of responsibility.
• Ability to establish routine contacts and provide detailed and complex information that will be used to make decisions of business consequences.
• Should be a flexible team player who will successfully interact with both the scientific and business staff and will be motivated to assist Business Operations Manager as requests arise.

Preferred Knowledge, Skills, and Abilities

• Knowledge of Enterprise Resource Planning Systems (ERP) including the extraction and reporting of data.
• Familiarity with PeopleSoft and the ability to generate queries and reports.
• Extensive knowledge of the Laboratories Financial system, policies and procedures.

Environmental, Health & Safety Requirements

• Ability to work at a computer and keyboard for extended periods.
• Ability to maintain concentration and attention to detail to ensure accuracy.

Other Information

Visa Sponsorship is not available for this position

The full salary range for this position is $82,950 - $124,350 / year. Salary offers will be commensurate with the final candidate’s qualification, education, and experience and considered with the internal peer group.

Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program

Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory – view more information at www.bnl.gov/real-id. This is due to nationwide identification requirements for federal site access as required by the federal REAL ID Act. Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews.

As a U.S. Department of Energy laboratory, Brookhaven National Laboratory requires employees to obtain and maintain a DOE Uncleared Personal Identity Verification (UPIV) credential in accordance with Homeland Security Presidential Directive 12 (HSPD-12) requirements. The credentialing process is completed as part of onboarding and enables access to DOE facilities and information systems. As a condition of employment, the selected candidate must be able to obtain and maintain a UPIV credential. These requirements are established under DOE Order 206.2 Chg. 2, Identity, Credential, and Access Management (ICAM- Identity, Credential, and Access Management (ICAM)), and DOE Order 473.1A- Physical Protection Program- Physical Protection Program.

About Us

Brookhaven National Laboratory (www.bnl.gov) delivers discovery science and transformative technology to power and secure the nation’s future. Brookhaven Lab is a multidisciplinary laboratory with seven Nobel Prize-winning discoveries, 37 R&D 100 Awards, and more than 70 years of pioneering research. The Lab is primarily supported by the U.S. Department of Energy’s (DOE) Office of Science. Brookhaven Science Associates (BSA) operates and manages the Laboratory for DOE. BSA is a partnership between Battelle and The Research Foundation for the State University of New York on behalf of Stony Brook University. BSA salutes our veterans and active military members with careers that leverage the skills and unique experience they gained while serving our country, learn more at BNL | Opportunities for Veterans at Brookhaven National Laboratory.

Equal Opportunity/Affirmative Action

Employer Guided by our core values of integrity, responsibility, innovation, respect, and teamwork, Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

*VEVRAA Federal Contractor BSA employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation at the time of hire for review by Brookhaven. The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file Welcome.

If you are looking for your next career move—to a place where your skills and strengths contribute to groundbreaking discovery and innovation—Brookhaven National Laboratory may be where you belong.

At Brookhaven Lab, everyone has a role in discovery science and transformative technology that is helping power and secure the nation’s future. We are home to world-class scientists, engineers, technicians, and other professionals as well as unique facilities that attract thousands of researchers annually from across the country and around the globe. Our track record includes seven Nobel Prize-winning discoveries, 37 R&D 100 Awards (the "Oscars of Innovation"), and countless other advances.