Administrative Services Assistant

Administrative Services Assistant 3

This assignment provides a wide variety of professional and confidential administrative support to the managers, supervisors, and immediate staff of the Bonneville Power Administration's (BPA) TPC organization. This assignment will facilitate and coordinate administrative processes and functions that support TPC programs and projects.

The responsibilities include providing a wide variety of confidential administrative and clerical tasks for the managers and support staff, greeting visitors, answering and screening telephone calls, drafting, editing, and proofing documents, correspondence, research, and presentations, building, maintaining, and posting Excel spreadsheets and PowerPoint presentations to SharePoint sites, maintaining a tracking system of action items, coordinating and monitoring work unit responses to time-critical documents, processing and screening incoming and outgoing correspondence, establishing and maintaining internal and external communication channels, 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), maintaining and updating project trackers for the BPA manager, 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, 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, helping resolve organizational administrative issues and work on solutions as a group, completing teamwork assignments, 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), drafting agendas, coordinating speaking points, planning for guest(s) / guest speakers, and researching and drafting background information / materials as requested, arranging for alternative representation if the BPA manager's schedule or priorities require it, attending meetings to take notes, and then drafting, transcribing, and distributing meeting minutes as appropriate, informing managers and staff of scheduled events and upcoming commitments that are relevant to future decisions, assisting BPA manager in a variety of personnel and other actions for BFTE and CFTE, including preparing and entering requests for personnel actions into HRMIS, preparing federal employee (BFTE) award requests in HRMIS for manager approval, tracking awards, and preparing recognition certificates for the organization, scheduling and tracking to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals, validating documentation submission to BPA's HR Service Center (HR) is accurately completed within established timelines, coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents, telework agreements, and required training, registering manager and staff for internal/external training classes and conferences, assisting BPA manager with employee engagement activities and planning, verifying completion of all required training for employees and managers by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status, maintaining Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contacts, and reimbursement tracking information, assisting BPA manager by recommending and implementing approved staff recognition opportunities, tracking,…