Administrative Services Assistant

Administrative Professional

Actalent is seeking a qualified Administrative Professional for a position in Vancouver, WA. This assignment provides a wide variety of professional and confidential administrative support to the managers, supervisors, and immediate staff of Bonneville Power Administration (BPA)'s TPC organization. This assignment will facilitate and coordinate administrative processes and functions that support TPC programs and projects.

Responsibilities include:

• Providing a wide variety of confidential administrative and clerical tasks for the managers and support staff for the assigned organization(s).
• Greeting visitors, answering and screening telephone calls, responding to most questions, completing most business involving established policy or routine matters, taking messages, setting appointments, and forwarding questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
• Drafting, editing, and proofing documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Building, maintaining, and posting Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Proofing, reviewing, and when applicable, drafting correspondence and documents prepared for manager signature and validating conformance of the established administrative policies and regulations, confirming proper coordination and timely compliance with assigned action.
• Providing recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
• Attending meetings, recording meeting minutes as requested, transcribing, and disseminating as needed.
• Maintaining a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinating and monitoring work unit responses to time-critical documents; alerting BPA manager/personnel of any concerns or response delays.
• Processing and screening incoming and outgoing correspondence to include proofreading, to consist of the following:
• Reviewing incoming correspondence and forwarding matters requiring action to appropriate staff. Verifying proper coordination and timely completion of assignments.
• Sorting and distributing incoming mail to appropriate recipient(s); as requested, reviewing incoming correspondence.
• Processing outgoing mail and preparing materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
• 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.
• Updating and maintaining desk reference manual.
• Serving as back-up to other org Administrative Assistants as needed.
• Quickly aligning with manager and organizational priorities to monitor meetings, workflows, and delegated tasks, helping facilitate progress toward established targets. Assisting with tracking the timely submission of documentation to BPA's HR Service Center (HR) and confirming that all administrative processes are monitored through to completion. Maintaining and updating project trackers (e.g., performance, training) for the BPA manager, highlighting any potential issues or scheduling concerns for their review.
• Serving as liaison between organizations, work units, and management support staff. Keeping 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.
• Coordinating with and providing administrative guidance to lower-level contract support personnel; may delegate assignments to other contract administrative personnel at the request of the BPA manager.
• Administrative Team:
• Organizing and coordinating Organizational Administrative Team Meetings.
• 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.
• Help resolve organizational administrative issues and work on solutions as a group.
• Complete teamwork assignments.
• Proactively coordinating managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing assigned managers' appointments, meetings, conferences, and calendar:
• Coordinating appointments, including commitments of time. Advising manager of appointments and other commitments that might have a bearing on future decisions.
• Organizing, planning, coordinating, and scheduling appointments, meetings (in-person, phone conferences, web-based), conferences, and training for BPA managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agendas and other meeting materials,…