Administrative Services Assistant 3 - Construction & Management Services Office

Administrative Services Assistant 3 - Construction & Management Services Office Support

This assignment provides administrative and confidential assistance to the Construction and Maintenance Services organization, management and staff. The majority of this organization's approximately 200 foremen and employees are in a nearly continuous travel status, adding a layer of complexity. This assignment will also provide back-up and assistance to the Tier II Executive Associate 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 the Senior and District Managers, frequent interaction with other managers, and outside contacts.

Position Responsibilities

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other corporate personnel as appropriate.
• Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action.
• Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
• Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.
• 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 corporate manager / personnel of any concerns or response delays.
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate corporate personnel as needed, following up to verify a timely response.
• Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response
• Process and screen incoming and outgoing correspondence to include proof reading, 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, including providing self-addressed stamped envelopes, when appropriate.
• 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 corporate print shop to request printing services.
• Update and maintain desk reference manual.
• Serve as back-up to Tier II and Tier IV level Administrative Assistants as needed.
• Come 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. Validate on-time documentation submission to Human Capital Management (HCM) and verify all processes are tracked to completion within established timelines. Review and update project trackers (performance, training, etc.) for the corporate manager, alerting appropriate parties of any noted issues / concerns.
• Coordinate with and provide administrative guidance to lower-level contract support personnel; may delegate assignments to lower-level contract administrative personnel at the request of the corporate manager.
• Organize and coordinate Organizational Administrative Team Meetings.
• 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 teamwork assignments
• Proactively coordinate managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV 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 corporate 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 corporate manager / personnel.
• Accept meeting invitations, assist with outside visitor requests and schedule interviews.
• Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).
• Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Draft agendas, coordinate speaking points, make arrangements for guest(s) / guest speakers and research and draft background information / materials as requested.
• Arrange for representation by others if corporate manager's time and priorities make necessary.
• As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
• Inform manager and staff of appointments and other commitments that might have a bearing on future decisions.
• Assist corporate manager in a variety of personnel and other actions for BFTE and CFTE, including:
• Prepare and enter requests for personnel actions into HRMIS.
• Prepare federal worker (BFTE) award requests in HRMIS for manager review/approval, track awards for BFTE, and prepare recognition certificates for the organization.
• Prepare retirement documentation.
• May be designated as a power-user and/or back-up for the DOE Performance Management System. Coordinate and assist corporate manager 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 Capital Management (HCM) is accurately completed within established timelines
• Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.
• Register manager and staff for internal/external training classes and conferences.
• Assist corporate manager with employee engagement activities and planning.
• Verify 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.
• Maintain Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contact, and reimbursement tracking information.
• Update and maintain Gallup survey records; follow up with organizations to update the Gallup information.
• Assist corporate manager by recommending and implementing approved staff recognition opportunities.
• Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal (BFTE).
• Track and maintain Overtime/Comp Time authorizations for BFTE personnel.
• Complete appropriate new employee on-boarding activities and retirement documentation.
• Prepare CFTE employee assignment extension documents; implement, oversee and complete related documentation, and submit for proper review and approval, while performing associated follow-up to obtain required signatures and approval.
• Designated as a proxy for the DOE Performance Management System. Coordinate and assist managers with development of annual managers' and employees' performance appraisal plans by assisting in implementing, completing, and tracking documentation management. Schedule and track to completion all managers' and employees' progress reviews, performing associated follow-up to obtain required signatures and approvals.
• Apply 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. Validate on-time documentation submission to Human Capital Management (HCM) and verify all processes are tracked to completion within established timelines.
• Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for corporate Manager, Lead and staff as needed, which may include:
• Assist in preparing and submitting passport documentation as necessary.
• Assist management and staff in setting up profiles in the corporate travel system (currently Concur).
• Prepare / draft necessary foreign and domestic forms associated with travel.
• Prepare and process travel authorizations and vouchers for group managers and staff using Concur