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; address questions and business involving established policy or routine matters, take messages, set appointments, and/or refer visitors to other BPA personnel as appropriate.

Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward/route complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.

Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:

Review and finalize documents and letters to verify proper formatting and accuracy.

Prepare return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts.

As requested, sort and distribute incoming mail to appropriate recipient(s).

Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action to appropriate staff following up to verify a timely response.

Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.

Monitor for requests for information or products and verify that responses are made in a timely fashion.

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

Scan, photocopy, and work with the BPA print shop to request printing services as requested.

Provide input and recommendations for potential process / procedural improvements.

Update and maintain desk reference manual.

Serve as backup to other Administrative Assistants as needed.

Assist manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of BPA 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 and assist in standardizing, streamlining, and improving overall administrative processes for the organization and complete teamwork assignments.

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

Schedule and arrange meetings, conferences, and training, including associated logistics and any necessary equipment (securing rooms, hybrid/web services, phone bridges, etc.).

Inform meeting participants of arrangements and of any changes.

Compile, organize and verify appropriate files, notes, and other materials are in order and ready for use at meetings, appointments, etc.

Draft agendas; plan for guest(s) / guest speakers and research and draft background information / materials.

Attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.

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

Coordinate 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 BPA Federal employee (BFTE) and supplemental / contract personnel (CFTE) which may include:

Prepare CFTE employee assignment extension documents; implement, track, document, and perform associated follow-up to obtain required signatures and approval.

Assist employees 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.

Assist manager by keeping abreast of training deadlines and necessary personnel actions.

Set up and coordinate interviews and meetings for managers, including prepare proper access documents and escort visitors.

Coordinate and track reporting requirements and activities related to federal staff including create/submit travel documents, 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.

May provide basic information/support to the BPA manager by viewing/providing information utilizing the DOE E-performance management system.

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 travel documentation is processed 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:

Prepare and review 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 systems.

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

Maintain and reconcile employee leave calendar submissions with payroll.

Review leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.

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

Verify 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.

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 which may include processing, coordinating, requesting and tracking:

Office moves and workstation adjustments using Workflow Connection.

Onboarding activities for new contract and/or federal personnel.

Computer, hardware and 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.

Coordination of badge return to SLMO.

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

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

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

Perform data entry for Micro-Purchase Program transactions.

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.

Provide an annual review and inventory of official files and maintain the organizational file outline with oversight and approval of the BPA manager.

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 or bachelor's degree in secretarial science, administrative management, or related field is preferred.

4 years of demonstrated administrative/clerical experience is required.

Required Technical Skills & Experience (required on matrix)

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

Preferred Skills & Experience (optional on matrix)

Working knowledge of SharePoint or similar system.

Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.

 

---