Administrative Services Assistant 3

Confidential Administrative Assistant

Assignment 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 and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate. Answer and screen telephone calls; independently respond to questions and complete business involving established policy or routine matters; forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response. Correspondence/Documentation: Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites. Create, draft, proof and review incoming and outgoing correspondence, research, presentations and documents using Word, Excel, PowerPoint, and Adobe Acrobat prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action. Provide recommendations and instructions to staff to maintain conformance with general correspondence policies and procedures. Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed. Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert BPA manager / personnel of any concerns or response delays. Respond to correspondence questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response. Sort and distribute incoming mail to appropriate recipient(s). Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes and courier packages, when appropriate. Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services. Update and maintain electronic desk reference manual. Research and prepare retirement documentation including retirement letter, award and employee personnel action. As Administrative Team lead: Serve as back-up to Tier II and Tier IV level Administrative Assistants as needed. Come up to speed quickly on manager and organizational priorities in order to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to Human Capital Management (HCM) and verify all processes are tracked to completion within established timelines. Review and update project trackers (performance, training, etc.) for the BPA manager, alerting appropriate parties of any noted issues / concerns. Serve as liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the manager, frequent interaction with other managers, and outside contacts. Coordinate with and provide administrative guidance to lower-level contract support personnel; may delegate assignments to lower level contract administrative personnel at the request of the BPA manager. Collect / compile, proof, and distribute reporting, policy updates, procedural / process change information and other communications as requested to disseminate as appropriate. Participate, organize, and facilitate Organizational Administrative Team Meetings while participating both professionally and collaboratively. Lead and coordinate team meetings and establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships inside and outside of the organization. Attend tier II Administrative Team Meetings. Assist and coordinate scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s). Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, coordinate, request and track: Coordinate office moves and workstation adjustments using Workflow Connection. Prepare onboarding activities for new contract and/or federal personnel. Complete computer, software upgrades, IT equipment and other resource requests. Maintain office supply stock. Submit request for 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. Serve as organization's central point of contact for accident reporting to and from supervisors, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, and other resources regarding policy, regulations, etc. Perform troubleshooting, configuration, inventory, and maintenance of office computers, printers and fax machines. Coordinate maintenance for Government Vehicles (GOV) assigned to the organization; drive GOVs to and from service appointments and report mileage monthly. Maintain the organizational Correspondence including updating changes and adding new content: Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Assist with content and permissions. Maintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint. Coordinate and direct work unit responses for time-critical documents. Maintain all records management within SharePoint, including physical and electronic official files, retention and conformance. Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements: File and disperse documents/letters to appropriate personnel. Validate that official records are accurately maintained for auditing purposes. With oversight and approval of the BPA manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline. Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures and regulations. Verify proper coordination and timely compliance with assigned action. Advise and provide guidance to confirm conformance with general policies and correspondence procedures. Plan and coordinate organizational and BPA events such as: presentations, retirements, and project or employee recognition celebrations. Lead Organizational Administrative Team to: Standardize, streamline and improve overall Administrative processes throughout the organization. Help resolve organizational administrative issues and work on solutions as a group. Serve as a resource, providing knowledge transfer, engagement, mentoring and leadership to other admin team members. Complete team work assignments. Calendars and Schedules Proactively coordinate managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV managers' appointments, meetings, conferences and calendar: Coordinate appointments, meetings including all commitments of time. Advise manager of appointments and other commitments that might have a bearing on future decisions. Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for BPA managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting meeting materials and developing background information for review, consideration and finalization by appropriate BPA manager / personnel. Independently accept meeting invitations and manage any conflicts. Assist with outside visitor requests and schedule interviews for management. Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.). Compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc. Coordinate speaking points, make arrangements for guest(s) / guest speakers, researching and drafting background information / materials as requested and preparing security access forms as needed. Arrange for representation by others if BPA manager's time and priorities conflict. Inform manager and staff of appointments and other commitments that might have a bearing on future decisions. Management and Organizational Support Prepare and submit a variety of personnel actions for BFTE and CFTE, including: Prepare contract (CFTE) staff assignment extension documents; implement, oversee and complete tracking documentation, submit for proper review and approval and performing associated follow-up to obtain required signatures and approval. Prepare federal worker (BFTE) award requests in HRMIS for manager review/approval, track awards for BFTE, and prepare recognition certificates for the organization. Serve as designated proxy, power-user and back-up for the DOE Performance Management System. Coordinate and assist BPA managers with development of BFTE annual management and employee performance appraisal plans by implementing, completing, and facilitating documentation management. Schedule and track to completion all BFTE and employee performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain required signatures and approvals. Validate documentation submission to Human Capital Management (HCM) is accurately completed within established timelines. Coordinate and track training for the organization: Register manager and staff for internal/external training classes and conferences. Update and maintain conference tracking log. Verify completion of all required training for employees and managers by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status. Track, Maintain and Implement workflow processes and procedures: Maintain Employee Tracking Log, BFTE tracking, on-board reports, emergency contact, and reimbursement tracking information. Assist BPA manager with employee engagement activities and planning. Update and maintain Employee Survey records; follow up with organizations to update the Action Plans information. Assist BPA manager by recommending, tracking and implementing approved staff recognition opportunities. Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal (BFTE). Track and maintain Overtime/Comp Time authorizations for BFTE personnel. Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for management and staff as needed which may include: Assist in 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 managers and staff using Con