Administrative Services Assistant 2

Confidential Administrative/Clerical Support

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: Greeting 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 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 and forward matters requiring action to the appropriate staff. Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action from 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. Provide overall monitoring 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. Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services. Provide input and recommendations for potential process/procedural improvements. Update and maintain electronic desk reference manual. Serve as back up to other administrative assistants as needed. Assist the 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.