Administrative Services Assistant

Administrative Services Assistant 2

This full-time contract Administrative Services Assistant 2 assignment provides a wide range of professional and confidential administrative support as well as data entry and tracking to ***'s (BPA's) Engineering & Technical Services TET organization in the Commissioning and Testing division. The chosen candidate will support all TET including TETC, TETD, TETS and other TE organizations as assigned. Organization Engineering & Technical Services is responsible for implementing the Transmission Capital Program, providing technical support for the Transmission Maintenance Program and providing real property services to the agency.

This organization provides services supporting the capital program that include: project management, engineering, design, specifications, contract construction management, construction inspection and commissioning services. Projects include transmission lines, substations, control and protection systems, telecommunication facilities and nonelectric facilities. Services supporting transmission maintenance include developing maintenance standards, field and laboratory testing services, specialized technical training, equipment failure analysis, high level equipment and systems expertise, spare parts sourcing, and development of advanced maintenance techniques.

Technical experts promote the development and integration of advanced technologies to improve system reliability and reduce costs.

Successful candidates for this assignment will be detail-oriented, with exceptional and tactful communication skills (verbal and written), able to work independently and in a collaborative team environment. This assignment requires a self-directed individual with the ability to negotiate often shifting or ambiguous priorities under tight deadlines, while maintaining professional composure.

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
• Correspondence:
  Process and screen incoming and outgoing correspondence to include proof reading and consist of the following:
• Review documents and letters to verify proper formatting and accuracy
• Sort and distribute incoming mail to appropriate recipient(s)
• Review incoming correspondence and forward matters requiring action to the appropriate staff
• Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate
• Monitor correspondence requests for a timely response
• Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services
• Update and maintain electronic desk reference manual
• Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed
• Distribute reporting, policy updates, procedural / process change information and other communications as requested to disseminate as appropriate
• Administrative Team:
  Serve as back up to other Administrative Assistants as needed. Attend mandatory Administrative Team Meetings and participate both professionally and collaboratively. Work as a team member and assist to standardize, streamline and improve overall administrative processes for the organization and complete team work assignments.
• Calendars and Schedules 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 participants of meeting arrangements and of any changes
• Assist with Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
• Making arrangements for guest(s) / guest speakers, researching and gathering background information / materials and preparing security access forms as needed
• Assist with coordinating events such as off-site meetings, including all logistics, meeting materials and agendas
• Management and Organizational Support Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE which may include:
• Assist with the preparations of personnel actions to be entered into HRMIS
• Assist employees and managers with…