Administrative Services Assistant 2

Administrative Services Assistant 2

This full-time contract Administrative Services Assistant 2 assignment provides a wide range of professional and confidential administrative support as well as data entry and tracking to ***'s (BPA's) Engineering & Technical Services TET organization in the Commissioning and Testing division. The chosen candidate will support all TET including TETC, TETD, TETS and other TE organizations as assigned. Organization Engineering & Technical Services is responsible for implementing the Transmission Capital Program, providing technical support for the Transmission Maintenance Program and providing real property services to the agency. This organization provides services supporting the capital program that include: project management, engineering, design, specifications, contract construction management, construction inspection and commissioning services. Projects include transmission lines, substations, control and protection systems, telecommunication facilities and nonelectric facilities. Services supporting transmission maintenance include developing maintenance standards, field and laboratory testing services, specialized technical training, equipment failure analysis, high level equipment and systems expertise, spare parts sourcing, and development of advanced maintenance techniques. Technical experts promote the development and integration of advanced technologies to improve system reliability and reduce costs.

Successful candidates for this assignment will be detail-oriented, with exceptional and tactful communication skills (verbal and written), able to work independently and in a collaborative team environment. This assignment requires a self-directed individual with the ability to negotiate often shifting or ambiguous priorities under tight deadlines, while maintaining professional composure.

Assignment responsibilities include providing a wide variety of confidential administrative/clerical support to managers and/or management staff; serving as liaison/point of contact between staff and other work groups, facilitating communication and appropriate actions; and assisting with the day-to-day operations, which may include:

• Greeting visitors; addressing questions and business involving established policy or routine matters, taking messages, setting appointments and/or referring visitors to other BPA personnel as appropriate
• Answering and screening telephone calls; responding to most questions and completing most business involving established policy or routine matters; forwarding complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response
• Correspondence: processing and screening incoming and outgoing correspondence to include proofreading and consist of the following: reviewing documents and letters to verify proper formatting and accuracy. Sorting and distributing incoming mail to appropriate recipient(s). Reviewing incoming correspondence and forwarding matters requiring action to the appropriate staff. Processing outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate. Monitoring correspondence requests for a timely response. Performing faxing, scanning, photocopying, and work with the BPA print shop to request printing services. Updating and maintaining electronic desk reference manual
• Attending meetings, recording meeting minutes as requested, transcribing and disseminating as needed. Distributing reporting, policy updates, procedural/process change information and other communications as requested to disseminate as appropriate
• Administrative Team: serving as back up to other Administrative Assistants as needed. Attending mandatory Administrative Team Meetings and participating both professionally and collaboratively. Working as a team member and assisting to standardize, streamline and improve overall administrative processes for the organization and complete team work assignments
• Calendars and Schedules: organizing, coordinating, scheduling and verifying 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, projection equipment, etc.). Informing participants of meeting arrangements and of any changes. Assisting with compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc. Making arrangements for guest(s)/guest speakers, researching and gathering background information/materials and preparing security access forms as needed. Assisting with coordinating events such as off-site meetings, including all logistics, meeting materials and agendas
• Management and Organizational Support: assisting BPA manager in a variety of personnel and other actions for BFTE and CFTE which may include: assisting with the preparations of personnel actions to be entered into HRMIS. Assisting 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. Assisting manager by keeping abreast of training deadlines and necessary personnel actions. Setting up and coordinating interviews and meetings for managers, including preparing proper access documents and escorting visitors. Scheduling performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals. Coordinating and tracking 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. Validating documentation submission to Human Capital Management (HCM) is accurately completed within established timelines. Arranging travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include: assisting with preparing and submitting passport documentation as necessary. Assisting management and staff in setting up profiles in the BPA travel system (currently Concur). Preparing/drafting necessary foreign and domestic forms associated with travel. Preparing and processing travel authorizations and vouchers for group managers and staff using Concur. Validating that travel is complete and processing travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies. Tracking, monitoring and notifying BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting. Coordinating and assisting 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), HRMIS and Fieldglass. Serving as timekeeping power user (able to input time for others as requested). Maintaining and reconciling employee leave calendar submissions with payroll. Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time 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
• Providing overall administrative support to staff members by acting as the liaison with Tier III Admin, HCM, 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, 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, collection. Performing data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports. This work may include providing reporting, data, metrics, etc. as requested by BPA Tier 2 administrative assistants or Contract Admin Team Lead as requested. Performing data entry for Government Purchase Card transactions. Managing all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements: filing and disperse documents/letters to appropriate personnel. Validating that official records are accurately maintained for auditing purposes. With oversight and approval of the BPA manager/federal personnel, providing an annual review and inventory of official files and maintain the organizational file outline. May coordinate or assist with organizational and agency events such as: presentations, retirements, and project or employee recognition celebrations. May provide basic information/support to the BPA manager by viewing/providing information utilizing the DOE Performance Management System.

Education & Corresponding Experience (required on matrix) High school diploma or equivalent is required. Associate's or Bachelor's Degree in Office Administration/Management, Business Administration/Management, or a 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 (Microsoft Office 2010/16 proficiency 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. Access to the DOE Performance Management System is required. This assignment may be designated by the BPA manager as a proxy to access this system in order to assist the manager in completing documentation for BPA employee performance reviews. Use of this application may require the worker to provide a limited amount of Personally Identifiable Information (PII) to establish an account.