Administrative Services Assistant 2

Administrative Services Assistant 2

This assignment provides professional and confidential administrative support to the managers, supervisors, and immediate staff of *** (BPA)'s M organizations. This position will facilitate and coordinate administrative processes and functions that support M programs and projects.

The Strategy, Business Transformation and Customer Services (M) organization operates out of the Portland Headquarters of the *** (BPA). The M org works primarily with customer relationship management and business processes within BPA. The purpose of this organization is to manage and synthesize the efforts of organizations with cross-Bonneville functions. Coordinated management of these organizations is essential to maximizing benefits for BPA.

Assignment Responsibilities:

• 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 visitors; address questions and business involving established policy or routine matters, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate;
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response;
• Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:
• Review and finalize documents and letters to verify proper formatting and accuracy.
• Prepare return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts.
• As requested, sort and distribute incoming mail to appropriate recipient(s).
• Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action to appropriate staff following up to verify a timely response.
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
• Provide overall monitoring for requests for information or products and verify that responses are made in a timely fashion.
• Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.
• Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services.
• Provide input and recommendations for potential process / procedural improvements.
• Update and maintain desk reference manual.
• Serve as backup to other Administrative Assistants as needed.
• Assist the Manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of BPA management-approved process and procedural changes.
• Administrative Team: Attend mandatory Administrative Team Meetings. 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
• Organize, coordinate, schedule and verify 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 researches 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.
• Assist 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.
• Assist 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.
• Assist manager by keeping abreast of training deadlines and necessary personnel actions.
• Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors.
• Scheduling performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.
• Coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
• 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 Capital Management (HCM) is accurately completed within established timelines.
• Arrange 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.
• 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 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.
• Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).
• 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