Administrative Services Assistant 2

POSITION RESPONSIBILITIES

Note : All official drafts, documents, and recommendations, as listed below, must be reviewed, finalized, and approved / accepted by appropriate BPA manager or other federal personnel with the authority to do so.

Provide a wide variety of confidential administrative / clerical support to managers and / or management staff; serve as liaison / point of contact between staff and other work groups, facilitate communication and appropriate actions;

and assist with the day-to-day operations, which may include :

Greet visitors; answer and screen telephone calls; address questions and business involving established policy or routine matters, take messages, set appointments, and / or refer visitors to other BPA personnel as needed, follow up to verify a timely response.

Process and screen incoming and outgoing correspondence which may include distribute incoming mail; prepare organization's return correspondence and / or cover letters to return contracts (if applicable), validate proper formatting and accuracy, provide self-addressed stamped envelopes when appropriate, track delivery, and follow internal process for any returned contracts.

Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.

Perform routine office tasks such as faxing, scanning, photocopying, and working with the BPA print shop to request printing services.

Update and maintain desk reference manual.

Serve as backup to other Administrative Assistants as needed.

Provide input and recommendations for potential process / procedural improvements.

Assist the BPA workplace manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and new processes occur;

assist and promote implementation of management-approved process and procedural changes.

Administrative Team :

Attend mandatory Administrative Team Meetings.

Participate as a team member and in team meetings both professionally and collaboratively.

Work as a team member to :

Standardize, streamline and improve overall Administrative processes throughout the organization.

Help resolve organizational administrative issues and work on solutions as a group.

Complete team work assignments

Organize, coordinate, schedule, and verify appointments, meetings, conferences, and training for BPA managers and other staff as circumstances dictate, which may include :

Scheduling and arranging meetings, conferences, and training including associated logistics and any necessary equipment (securing rooms, phone bridges, web-based meetings, projection equipment, etc.).

Informing meeting participants of arrangements and of any changes.

Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.

Drafting agendas; planning for guest(s) / guest speakers, researching, and drafting background information / materials.

As requested, attending and taking meeting minutes / notes, transcribing / drafting and distributing as appropriate.

Informing manager / staff of appointments and other commitments that might have a bearing on future decisions.

Coordinating events such as off-site meetings, including all logistics, meeting materials, and agendas.

Assist BPA manager in a variety of personnel and other actions for federal employees (BFTE) and contracted personnel (CFTE);

keep abreast of training deadlines and upcoming necessary personnel actions, which may include :

Preparing CFTE employee assignment extension documents; implementing, tracking documentation, and performing associated follow-up to obtain required signatures and approval.

Assist employees, contractors, and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.

Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors.

Coordinate and track reporting requirements and activities related to federal staff including creation / submission of travel documents and telework agreements and required training.

Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.

Validate documentation submission to BPA's HR Service Center (HR) is accurately completed within established timelines.

Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include :

Assist with preparing and submitting passport documentation as necessary.

Assist management and staff in setting up profiles in the BPA travel system (currently Concur).

Prepare / draft necessary foreign and domestic forms associated with travel.

Prepare and process travel authorizations and vouchers for group managers and staff using Concur.

Validate that travel is complete and process travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.

Track, monitor, and notify BPA manager and subject personnel of needed approvals, signatures, or other actions to enable timely reimbursement processing and reporting.

Coordinate and assist managers and staff with Time & Attendance per established procedures, which may include :

Preparing and reviewing federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Bonneville Business Enterprise System (BES) and HRMIS.

May serve as timekeeping power user (able to input time for others as requested).

Maintaining and reconciling employee leave calendar submissions with time reporting.

Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time reporting has been approved.

Verifying time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.

are communicated to management and staff in a timely manner.

Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.

Provide overall administrative support to staff members by acting as the liaison with HR, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups, processing, coordinating, requesting and tracking :

Office moves and workstation adjustments using Workflow Connection.

Onboarding activities for new contract and / or federal personnel.

Computer software upgrades, IT equipment, and other resource requests.

Computer, copier, and printer maintenance.

Requests for needed office supplies and distribute to appropriate staff per established BPA procedures.

Coordinate badge return to SLMO.

Coordinate cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, and collection.

Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).

Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.

Mark documents and maintain filing system(s), files, emails and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know).

Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures.

Validate official records are accurately maintained for auditing purposes. May coordinate or assist with organizational and agency events such as : presentations, retirements, project or employee recognition celebrations, and CFC events.

Participation / attendance in voluntary events is NOT billable to BPA. Time spent planning and organizing these events is considered part of the duties of the position and may be performed on billable time.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

High school diploma or equivalent is required.

Associate degree in Secretarial Science, Administrative Management or related field is preferred.

years of demonstrated administrative / clerical experience is required.

Required Technical Skills & Experience (required on matrix)

or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook.

Preferred Skills & Experience (optional on matrix)

Working knowledge of SharePoint or similar system.

Additional Requirements (not required on matrix)

Valid Driver's License is required.