Administrative Services Assistant 3

Job Description

Job Description:\n\nASSIGNMENT RESPONSIBILITIES\n\nNote: All official drafts, documents and recommendations, as listed below, must be reviewed, finalized and approved / accepted by appropriate BPA manager or other federal personnel with the authority to do so.\n\nProvide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.\n\nGreet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate.\n\nCreate draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.\n\nBuild, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.\n\nProof, 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.\n\nProvide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.\n\nAttend meetings, record meeting minutes as requested, transcribe and disseminate as needed.\n\nMaintain 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.\n\nAnswer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.\n\nRespond 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.\n\nProcess and screen incoming and outgoing correspondence to include proof reading, to consist of the following:\n\nReview incoming correspondence and forward matters requiring action to appropriate staff. Verify proper coordination and timely completion of assignments.\n\nSort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.\n\nProcess outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.\n\nEstablish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.\n\nPerform faxing, scanning, photocopying, and work with the BPA print shop to request printing services.\n\nUpdate and maintain desk reference manual.\n\nServe as back-up to Tier II and Tier IV level Administrative Assistants as needed.\n\nCome 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, etc.) for the BPA manager, alerting appropriate parties of any noted issues / concerns.\n\nServe 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.\n\nCoordinate with and provide administrative guidance to new or junior contract support personnel; may delegate assignments to other contract administrative personnel at the request of the BPA manager.\n\nAdministrative Team:\n\nOrganize and coordinate Organizational Administrative Team Meetings.\n\nAttend mandatory Administrative Team Meetings.\n\nParticipate as a team member and in team meetings both professionally and collaboratively.\n\nWork as a team member to:\n\nStandardize, streamline and improve overall administrative processes throughout the organization.\n\nHelp resolve organizational administrative issues and work on solutions as a group.\n\nComplete team, work assignments.\n\nCoordinate managers' daily Outlook calendars and schedules with full responsibility for prioritizing and scheduling appointments, meetings, conferences and calendar as requested:\n\nCoordinate appointments, including commitments of time. Advise manager of appointments and other commitments that might have a bearing on future decisions.\n\nOrganize, 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/media, 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.\n\nAccept meeting invitations, assist with outside visitor requests and schedule interviews.\n\nSchedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, web-based media, etc.).\n\nAssist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.\n\nDraft agendas, coordinate speaking points, plan for guest(s) / guest speakers and research and draft background information / materials as requested.\n\nArrange for representation by others if BPA manager's time and priorities make necessary.\n\nAs requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.\n\nInform manager and staff of appointments and other commitments that might have a bearing on future decisions.\n\nAssist BPA manager in a variety of personnel and other actions for Federal employees (BFTE) and contract personnel (CFTE), including:\n\nPrepare and enter requests for personnel actions into HRMIS.\n\nPrepare BFTE award requests in HRMIS for manager review/approval, track awards, prepare retirement documentation, and recognition certificates for the organization.\n\nCoordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents, telework agreements, and required training.\n\nRegister manager and staff for internal/external training classes and conferences.\n\nAssist BPA manager with employee engagement activities and planning.\n\nVerify 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.\n\nMaintain Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contact, and reimbursement tracking information.\n\nUpdate and maintain agency survey records; follow up with organizations to track and assist to implement any resulting improvement changes.\n\nAssist BPA manager by recommending and implementing approved staff recognition opportunities.\n\nTrack, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal (BFTE).\n\nTrack and maintain Overtime/Comp Time authorizations for BFTE personnel.\n\nComplete appropriate new employee on-boarding activities and retirement documentation.\n\nPrepare 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.\n\nDesignated 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.\n\nApply 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 Resources (HR) and verify all processes are tracked to completion within established timelines.\n\nArrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car or shuttle reservations, for BPA Manager, Lead and staff as needed, which may include:\n\nAssist in preparing and submitting passport documentation as necessary.\n\nAssist management and staff in setting up profiles in the BPA travel system (currently Concur).\n\nPrepare / draft necessary foreign and domestic forms associated with travel.\n\nPrepare and process travel authorizations and vouchers for group managers and staff using Concur.\n\nValidate that travel is complete and process travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.\n\nTrack, monitor and notify BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.\n\nCoordinate with managers and staff to coordinate Time & Attendance per established procedures, which may include:\n\nPrepare and review 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.\n\nMay serve as timekeeping power user (able to input time for others as requested).\n\nMaintain and reconcile employee leave calendar submissions with payroll.\n\nCheck leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.\n\nUsing Fieldglass, review time sheets for contract personnel (CFTE) to verify that reporting is accurate.\n\nVerify 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.\n\nAssist with scheduling interviews through Fieldglass; preparing interview documentation for assigned manager(s).\n\nProvide overall administrative support to staff members by acting as the liaison with HR, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management, and administrative services groups to process, coordinate, request and track:\n\nOffice moves and workstation adjustments using Workflow Connection.\n\nOnboarding activities for new contract and/or federal personnel.\n\nComputer, software upgrades IT equipment and other resource requests.\n\nComputer, copier, and printer maintenance.\n\nRequests for needed office supplies and distribute to appropriate staff per established BPA procedures.\n\nCoordination of onboarding/separation for BFTE/CFTE and issue/return of access credentials and BPA issued equipment with SLMO/IT.\n\nCoordination of IT hardware/software requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.\n\nServe as organization's primary point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, and other resources regarding policy, regulations, etc.\n\nMaintain office supply stock. Act as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes.\n\nCoordinate maintenance for Government Vehicles (GOV) assigned to the organization; drive GOVs to and from service appointments and report mileage monthly.\n\nMaintain the organizational SharePoint site including updating changes and adding new content.\n\nEstablish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Assist with role-based permissions per established criteria.\n\nMaintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint. Coordinate and direct work unit responses for time-critical documents.\n\nMaintain all records management within SharePoint, including physical and electronic official files, retention and conformance.\n\nMark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes. Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures and regulations. Verify proper coordination and timely compliance with assigned action. Advise and provide guidance to confirm conformance with general policies and correspondence procedures.\n\nMay coordinate or assist with organizational and BPA events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.*\n\nOrganizational Specific Responsibilities:\n\nDevelop a method for tracking the TOR organization's annual training requirements and monitor to facilitate staff compliance. Alert the BPA manager of any non-compliance concerns.\n\nCoordinate, track, and verify payment for all First Aid/CPR training for the TOR department.\n\nServe as Point of Contact for TOR's emergency evacuation program. Keep all related documentation updated, attend training and informational meetings and participate in evacuation drills and events. Responsible for tracking / accounting for all TOR personnel during an emergency\n\n*Participation/attendance in voluntary events is NOT billable to BPA. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time.\n\nREQUIREMENTS\n\nEducation & Corresponding Experience (required on matrix)\n\nHigh school diploma or equivalent is required.\n\nAssociates Degree in Secretarial Science, Administrative Management or related field is preferred.\n\n6 years of demonstrated administrative/clerical experience is required.\n\nRequired Technical Skills & Experience (required on matrix)\n\n4 or more years of relevant work experience in administrative support functions with Microsoft p