Administrative Services Assistant

Administrative Assistant

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:

• Greeting visitors; addressing questions and business involving established policy or routine matters, taking messages, setting appointments and/or referring visitors to other BPA personnel as appropriate
• Answering and screening telephone calls; responding to most questions and completing most business involving established policy or routine matters; forwarding complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response
• Processing and screening incoming and outgoing correspondence to include proofreading, to consist of the following:
• Reviewing and finalizing documents and letters to verify proper formatting and accuracy
• Preparing return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts
• Sorting and distributing incoming mail to appropriate recipient(s)
• Reviewing incoming correspondence; responding to most questions and completing most business involving established policy or routine matters and/or forwarding matters requiring action to appropriate staff following up to verify a timely response
• Processing outgoing mail and preparing materials for mailing, including providing self-addressed stamped envelopes, when appropriate
• Providing overall monitoring for requests for information or products and verifying that responses are made in a timely fashion
• Establishing and maintaining internal and external communication channels to coordinate smooth flow of information and positive working relationships
• Performing faxing, scanning, photocopying, and working with the BPA print shop to request printing services
• Providing input and recommendations for potential process/procedural improvements
• Updating and maintaining desk reference manual
• Serving as backup to other Administrative Assistants as needed
• Assisting 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; assisting and promoting implementation of BPA management-approved process and procedural changes
• Administrative Team:
  Attending mandatory Administrative Team Meetings. Participating as a team member and in team meetings both professionally and collaboratively. Working as a team member to standardize, streamline and improve overall administrative processes throughout the organization. Helping resolve organizational administrative issues and working on solutions as a group. Completing team work assignments
• Organizing, coordinating, scheduling and verifying 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
• Assisting 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
• Assisting employees and managers with…