Administrative Services Assistant 2

Administrative Services Assistant 2

This full-time contract Administrative Services Assistant 2 assignment is located in Vancouver, WA and will provide administrative and confidential assistance to the Construction Management and Inspection organizations (supporting approximately 25 people). This assignment will also provide back-up and assistance to other Administrative Services Assistants and serve as liaison between the organizations, work units, and management support staff, keeping updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with Construction Managers and Inspectors, frequent interaction with other managers, and outside contacts.

The TFHM and TFHQ organizations are a collection of construction managers and inspectors, who are responsible for contractor-built high voltage and critical facility construction projects supporting BPA's transmission grid. This assignment works collaboratively and in partnership with the various construction managers, inspectors, and various BPA stakeholders. We value creativity, teamwork, and a "can-do" attitude!

Assignment responsibilities include providing a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff. The role also involves being the primary administrative contact for Construction Management and Inspection; addressing questions and business involving established policy, taking messages, setting appointments and/or referring visitors to other BPA personnel as appropriate. Additionally, the role involves building, maintaining and posting spreadsheets, presentations, and other documents to SharePoint sites. Proof, review, and when applicable, drafting correspondence and documents prepared for manager signature and validating conformance of the established administrative policies and regulations.

Other duties include attending meetings, recording meeting minutes as requested, transcribing and disseminating as needed; maintaining a tracking system of action items to verify timely compliance with scheduled responses or actions; answering and screening telephone calls; responding to most questions and completing most business involving established policy or routine matters; forwarding questions and matters to appropriate BPA personnel as needed, following up to verify a timely response; processing and screening incoming and outgoing correspondence; 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; serving as back-up to other Tier III level Administrative Assistants as needed; coming 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; validating on-time documentation submission to Human Resources (HR) and verifying all processes are tracked to completion within established timelines; reviewing and updating project trackers for the BPA manager, alerting appropriate parties of any noted issues/concerns; attending mandatory Administrative Team Meetings; participating as a team member 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 teamwork assignments; proactively coordinating managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV managers' appointments, meetings, conferences and calendar; coordinating appointments, including commitments of time; advising manager and staff of appointments and other commitments that might have a bearing on future decisions; organizing, planning, prioritizing, coordinating, scheduling and verifying appointments, meetings (in-person, phone conferences, web-based), conferences, and internal/external training classes for BPA managers and other staff; accepting meeting invitations, assisting with outside visitor requests and schedule interviews; assisting, compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.; arranging for representation by others if BPA manager's time and priorities make necessary; attending and taking meeting minutes/notes, transcribing/drafting and distributing as appropriate; assisting BPA manager in a variety of personnel and other actions for BFTE and CFTE, including preparing recognition certificates for the organization, assisting manager with preparing draft retirement letters, tracking, maintaining, updating, and distributing annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements and Position Hazard Assessment (PHA) for BFTE personnel, tracking Overtime/Comp Time authorizations for BFTE personnel, 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, updating Business Continuity Plan (BCP) semiannually and verifying Supervisors and staff are familiar with established emergency response procedures associated with current BCP during emergency situations and/or continuity events; designated as a Talent Partner for the Workday performance management system; coordinating and assisting managers with development of annual managers' and employees' performance appraisal plans by assisting in implementing, completing, and tracking documentation management; scheduling and tracking to completion all managers' and employees' progress reviews, performing associated follow-up to obtain required signatures and approvals; applying strong familiarity with manager's performance contract to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability and to assist in ensuring established targets are met; validating on-time documentation submission to HR and verifying all processes are tracked to completion within established timelines; arranging travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for BPA Manager, Lead 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; coordinating with managers and staff to coordinate Time & Attendance according to the established procedures, which may include preparing and reviewing federal personnel time and attendance reporting to verify accuracy and adherence to BPA's established guidelines and policies for certification by manager(s) and supervisor(s) using the Bonneville Business Enterprise System (BES), HRMIS and Fieldglass; 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; assisting with scheduling interviews and preparing interview packets for assigned manager(s); providing overall administrative support to staff members by acting as the liaison with HR, IT, Workflow Connection, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, coordinate, request and track computer, copier, and printer maintenance; requests for needed office supplies and distribute to appropriate staff per established BPA procedures; coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection; coordinating and tracking employee's medical surveillance appointments using the Occupational Safety and Health Information System (OSHIS); referencing Procurement and Payments Policy: coordinating with the manager and/or supervisor to verify Purchase Card (P-Card) statements are accounted for in a timely manner; performing corrective reviews of P-Card information provided by cardholders prior to entry of data in Asset Suite: correcting work order/project order being used; correcting Task, ABM and DCE being used; receipt and required information are included with the transactions before submission to the Approving Official (AO); no improper charges on receipts, statements, invoices; submitting information into Asset Suite for P-Card holders in their work group; uploading/emailing P-Card statement and invoices to the AO within prescribed timelines; 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; assists with content and permissions; managing all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements: filing and dispersing documents/letters to appropriate personnel; validating that 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 manager with organizational and BPA events such as presentations, employee engagement, retirements or project or employee recognition celebrations.

Requirements include a high school diploma or equivalent, an associate's or bachelor's degree in Office Administration/Management, Business Administration/Management, or a related field preferred, 6 years of demonstrated administrative/clerical experience, 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, valid U.S. Driver's License, First Aid/AED/CPR Certification required within 30 days of assignment start, worker/employer is responsible for maintaining current certification, access to the Workday Performance system is required.