Administrative Services Assistant

Administrative Services Assistant 3

This contract Administrative Services Assistant 3 position supports the Office of Cyber Security (JB) within the IT Department (J) at the *** (BPA). This position provides a wide variety of professional and confidential administrative support as well as data entry to BPA's JB organization. This position will support all JB managers & supervisors as well as providing administrative guidance, org information, and assistance to team members and other internal organization personnel.

Assignment 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 BPA 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 BPA 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 BPA 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 BPA 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 BPA manager, alerting appropriate parties of any noted issues / 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 lower-level contract support personnel; may delegate assignments to lower level contract administrative personnel at the request of the BPA manager.
• Administrative Team:
  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…