Administrative Services Assistant 3

Administrative Services Assistant 3

This assignment provides a wide variety of professional and confidential administrative support to the managers, supervisors, and immediate staff of the Bonneville Power Administration's (BPA) TPC organization. This assignment will facilitate and coordinate administrative processes and functions that support TPC programs and projects.

The responsibilities include providing a wide variety of confidential administrative and clerical tasks for the managers and support staff, greeting visitors, answering and screening telephone calls, drafting, editing, and proofing documents, correspondence, research, and presentations, building, maintaining, and posting Excel spreadsheets and PowerPoint presentations to SharePoint sites, maintaining a tracking system of action items, coordinating and monitoring work unit responses to time-critical documents, processing and screening incoming and outgoing correspondence, establishing and maintaining internal and external communication channels, performing faxing, scanning, photocopying, and working with the BPA print shop to request printing services, updating and maintaining desk reference manual, serving as back-up to other org Administrative Assistants as needed, quickly aligning with manager and organizational priorities to monitor meetings, workflows, and delegated tasks, helping facilitate progress toward established targets, assisting with tracking the timely submission of documentation to BPA's HR Service Center (HR), maintaining and updating project trackers for the BPA manager, serving as liaison between organizations, work units, and management support staff, keeping 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, coordinating with and providing administrative guidance to lower-level contract support personnel, organizing and coordinating Organizational Administrative Team Meetings, attending mandatory Administrative Team Meetings, participating as a team member and in team meetings both professionally and collaboratively, working as a team member to standardize, streamline, and improve overall administrative processes throughout the organization, helping resolve organizational administrative issues and work on solutions as a group, completing teamwork assignments, coordinating managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing assigned managers' appointments, meetings, conferences, and calendar, coordinating appointments, including commitments of time, advising manager of appointments and other commitments that might have a bearing on future decisions, organizing, planning, coordinating, and scheduling 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), drafting agendas, coordinating speaking points, planning for guest(s) / guest speakers, and researching and drafting background information / materials as requested, arranging for alternative representation if the BPA manager's schedule or priorities require it, attending meetings to take notes, and then drafting, transcribing, and distributing meeting minutes as appropriate, informing managers and staff of scheduled events and upcoming commitments that are relevant to future decisions, assisting BPA manager in a variety of personnel and other actions for BFTE and CFTE, including preparing and entering requests for personnel actions into HRMIS, preparing federal employee (BFTE) award requests in HRMIS for manager approval, tracking awards, and preparing recognition certificates for the organization, scheduling and tracking 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 BPA's HR Service Center (HR) is accurately completed within established timelines, coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents, telework agreements, and required training, registering manager and staff for internal/external training classes and conferences, assisting BPA manager with employee engagement activities and planning, verifying 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, maintaining Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contacts, and reimbursement tracking information, assisting BPA manager by recommending and implementing approved staff recognition opportunities, tracking, maintaining, updating, and distributing annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements, and Overtime/Comp Time authorizations for federal (BFTE), completing appropriate new employee on-boarding activities and retirement documentation, preparing CFTE employee assignment extension documents; implementing, overseeing, and completing related documentation, and submitting for proper review and approval, while performing associated follow-up to obtain required signatures and approval, as a proxy for the DOE performance management system: assisting managers with the preparation of annual managers' and employees' performance appraisal plans by facilitating administrative workflows, compiling documentation, and tracking status, scheduling and tracking to completion all managers' and employees' progress reviews, performing associated administrative follow-up to coordinate required signatures and approvals, maintaining a strong familiarity with the manager's performance contract to track and monitor meetings, work, and delegated projects, assisting in ensuring that accountability is maintained and established targets are met, assisting in facilitating the on-time submission of documentation to BPA's HR Service Center (HR), tracking all processes to ensure completion within established timelines, arranging travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, rental car or shuttle reservations for BPA Manager and staff as needed, which may include assisting in 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 process 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, working with managers and staff to coordinate 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 systems, may serve 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, using Fieldglass, reviewing time sheets for contract personnel to verify that reporting is accurate, 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, assisting with scheduling interviews through Fieldglass and preparing interview packets for assigned manager(s), providing overall administrative support to staff members by acting as the liaison with HR, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities, and administrative services groups to process, coordinate, request, and track 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, coordination of badge return to SLMO, coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection, serving as organization's central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HR, and other resources regarding policy, regulations, etc., acting as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes, coordinating maintenance for Government Vehicles (GOV) assigned to the organization; driving GOVs to and from service appointments and reporting mileage monthly, maintaining the organizational SharePoint site including updating changes and adding new content, establishing, maintaining, and administering SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists, assisting with content and permissions, maintaining a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint, coordinating and direct work unit responses for time-critical documents, maintaining all records management within SharePoint, including physical and electronic official files, retention, and conformance, marking documents and maintaining filing system(s), files, emails, and records in accordance with compliance requirements, sharing and dispersing documents to appropriate personnel (those with a Lawful Government Purpose (LGP) to know), marking and maintaining all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures, validating 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 maintaining the organizational file outline, reviewing and processing Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures, and regulations, verifying proper coordination and timely compliance with assigned action, advising and providing guidance to confirm conformance with general policies and correspondence procedures, coordinating or assisting with organizational and BPA events such as presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events, performing back-up formatting and quality review for all customer contracts that originate in TPC, facilitating internal award process and prepare the certificates to be awarded at staff meeting monthly, preparing Network Memos for Vice Presidents' signatures and distribution, preparing customer Loss Factor Letters for Account Executives' signature, preparing and distributing Interconnection Facilities Studies packages to internal and external customers, entering mileage for vehicles assigned to TPC into the BES PS Financials program, assisting the Customer Service Reliability Program (CSRP) with scheduling and correspondence as needed, coordinating electronic filing in Project Web Access (PWA), performing routine data stewardship functions for Customer Data Management (CDM) system data, including changes in Customer Service Engineer assignments and updating customer information in CDM.