Administrative Services Assistant 3

Administrative Services Assistant 3

Location: Vancouver, WA

Work Group: Management Support

Specialty: Offsite Work Eligibility* Situational Telework

Organization: NSL

Number of Days Onsite: 5 days per week

Hours: Full-time, up to 40 hours

Additional Information: Additional onsite work may be required during training or as requested. Overtime 0% anticipated On-Call No Travel Up to 5% travel to local meetings FN Status NOT open to Foreign Nationals * Current telework, remote work and onsite support is based on BPA's business needs and is subject to change or termination at any time. ** Assignments with the "Remote" Designation must reside in WA, OR, ID or MT. Case-by-case exceptions may apply only when in the best interest of BPA.

Overview Assignment: This contract Administrative Services Assistant 3 assignment will provide confidential and professional support to the Logistic Services manager in the NSL organization and to the Logistic Services (NSL) department staff and other BPA personnel in the day-to day operations in support of supply chain functions. This assignment will provide a variety of program coordination, facilitating, planning, reporting, and administrative support services that contribute to meeting the mission and targets of BPA's Supply Chain. The ASA in this assignment may occasionally provide additional support for other organizations or other NS Administrative Assistants.

Organization: The Logistic Services (NSL) organization provides certain specialized services in support of its customers including contracting for services, materials, and equipment; materials management, including warehousing of inventory; inventory management; order filling; transportation and fleet management; asset utilization and investment recovery; hazardous materials processing and disposal; Information systems management as it applies to NSL, including management of material and equipment catalogs. NSL is responsible for continuous improvement of Supply Chain processes and implements Agency-wide initiatives that consider planning, design, purchasing, delivery, and the payment of goods and services. The Logistic Services organization works closely with the Supply Chain Policy and Governance Office and the Accounts Payable staff, as well as the Program Offices, to implement industry best practices and to ensure efficient and effective supply chain solutions across all BPA supply chain activities.

Assignment Responsibilities:

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organizations.
• Answer and screen telephone calls, 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.
• Create/draft, edit, and proof documents, correspondence, research materials, and presentations using Microsoft applications
• Prepare agendas and presentations, help identify appropriate attendees, schedule, and facilitate virtual meetings or events using advanced functions of Skype, WebEx, or other virtual event technology.
• Attend meetings, record meeting minutes, as requested, transcribe, and disseminate as needed.
• Build, maintain, and post spreadsheets, presentations, and other documents using an array of Microsoft products or other applications in use to SharePoint sites or Workgroup drives.
• Proof, review, and, when applicable, draft, correspondence and documents prepared for manager signature, validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action, to consist of the following:
• Review incoming correspondence and forward matters requiring action to appropriate staff.
• Verify proper coordination and timely completion of assignments.
• Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.
• Process outgoing mail and prepare materials for mailing.
• 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.
• Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.
• Perform scanning, photocopying, and work with the BPA print shop to request printing services.
• Update and maintain desk reference manual.
• Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
• Come up to speed quickly on manager and organizational priorities to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met.
• Validate on-time documentation submission to Human Resources (HR) and verify all processes are tracked to completion within established timelines.
• Review and update project trackers (performance, training, space management, annual requirements, etc.) for the BPA manager, alerting appropriate parties of any noted 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 new and junior contract support personnel; may delegate assignments to other contract administrative personnel at the request of the BPA manager.
• Serve as back-up to Tier II, Tier III and Tier IV level Administrative Assistants as needed.
• Administrative Team: Attend mandatory Administrative Team Meetings in person, to the maximum extent possible. Participate as a team member and in team meetings both professionally and collaboratively. Work as a team member to: Standardize, streamline and improve overall Administrative processes throughout the organization. Help resolve organizational administrative issues and work on solutions as a group. Complete team work assignments
• Proactively coordinate managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing managers' appointments, meetings, conferences and calendar: Coordinate appointments, including 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 agenda and other meeting materials and developing background information for review, consideration, and finalization by appropriate BPA manager / personnel. Accept meeting invitations, assist with outside visitor requests, and schedule interviews. Coordinate speaking points, arrange for guest(s) / guest speakers, and research and draft background information / materials as requested. Arrange for representation by others if BPA manager's time and priorities make necessary. As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
• Assist BPA managers in a variety of personnel and other actions for BFTE and CFTE, including: May be designated as a power-user and/or back-up for the DOE e-Performance management system. Coordinate and assist BPA managers with development of annual performance appraisal plans for federal personnel by assisting in implementing, completing, and facilitating documentation management. 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. Validate documentation submission to Human Resources (HR) is accurately complete

Requirements:

• 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.
• 6 years of demonstrated administrative/clerical experience is required.
• 4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook.
• Intermediate to advanced skills/experience with SharePoint or a similar system sufficient to: Support, manage, edit and maintain site.