Administrative Services Assistant

Position: Administrative Services Assistant 2
ASSIGNMENT RESPONSIBILITIES

Note:

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.

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 organizational documents, 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 research 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…