Administrative Services Assistant 2

Administrative Assistant

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; 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
• Processing and screening incoming and outgoing correspondence to include proofreading, to consist of the following:
• Reviewing and finalizing documents and letters to verify proper formatting and accuracy
• Preparing return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts
• Sorting and distributing incoming mail to appropriate recipient(s)
• Reviewing incoming correspondence; responding to most questions and completing most business involving established policy or routine matters and/or forwarding matters requiring action to appropriate staff following up to verify a timely response
• Processing outgoing mail and preparing materials for mailing, including providing self-addressed stamped envelopes, when appropriate
• Providing overall monitoring for requests for information or products and verifying that responses are made in a timely fashion
• Establishing and maintaining internal and external communication channels to coordinate smooth flow of information and positive working relationships
• Performing faxing, scanning, photocopying, and working with the BPA print shop to request printing services
• Providing input and recommendations for potential process/procedural improvements
• Updating and maintaining desk reference manual
• Serving as backup to other Administrative Assistants as needed
• Assisting the Manager and staff in the development and draft of organizational documents, Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assisting and promoting implementation of BPA management-approved process and procedural changes
• 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 working on solutions as a group
• Completing team work assignments
• 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 meeting participants of arrangements and of any changes
• Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Drafting agendas; making arrangements for guest(s)/guest speakers and research and drafting background information/materials
• As requested, attending and taking meeting minutes/notes, transcribing/drafting and distributing as appropriate
• Informing manager/BPA staff of appointments and other commitments that might have a bearing on future decisions
• Coordinating events such as off-site meetings, including all logistics, meeting materials and agendas
• Assisting BPA manager in a variety of personnel and other actions for BFTE and CFTE which may include:
• Preparing CFTE employee assignment extension documents; implement, tracking documentation, and performing associated follow-up to obtain required signatures and approval
• 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, interview packets, and escorting visitors
• Coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training
• 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 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
• 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, review 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
• Providing 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 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
• Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports
• 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
• May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events
• May provide basic information/support to the BPA manager by viewing/providing information utilizing DOE's Performance Management System
• Organizational Specific Responsibilities: Assist organizational managers with Sunflower inventory data entry and ongoing inventory audits for tracked personal property items. Assist organizational managers with budget tracking for awards, conferences/training, and materials and equipment. Perform data entry for Micro-Purchase Program, contracts, materials, changes, and invoices. Drive GOV's to and from service appointments. Report mileage every month. Maintain TEN team SharePoint sites by updating posted information and links, creating pages, and managing libraries

Requirements:

• Education & Corresponding