Administrative Services Assistant

Administrative Assistant

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 and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate.
• Answer and screen telephone calls; independently respond to questions and complete business involving established policy or routine matters; forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
• Correspondence/Documentation:
  Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites. Create, draft, proof and review incoming and outgoing correspondence, research, presentations and documents using Word, Excel, PowerPoint, and Adobe Acrobat 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 correspondence policies and 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.
• Respond to correspondence questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.
• Sort and distribute incoming mail to appropriate recipient(s).
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes and courier packages, when appropriate.
• Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services.
• Update and maintain electronic desk reference manual.
• Research and prepare retirement documentation including retirement letter, award and employee personnel action.
• As Administrative Team lead:
  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.
• Collect / compile, proof, and distribute reporting, policy updates, procedural / process change information and other communications as requested to disseminate as appropriate.
• Participate, organize, and facilitate Organizational Administrative Team Meetings while participating both professionally and collaboratively.
• Lead and coordinate team meetings and establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships inside and outside of the organization.
• Attend tier II Administrative Team Meetings. Assist and coordinate scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).
• Provide overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, coordinate, request and track:
• Coordinate office moves and workstation adjustments using Workflow Connection.
• Prepare onboarding activities for new contract and/or federal personnel.
• Complete computer, software upgrades, IT equipment and other resource requests.
• Maintain office supply stock. Submit request for office supplies and distribute to appropriate staff per established BPA…