Administrative Services Assistant 3

Job description

| SUPPLEMENTAL LABOR MANAGEMENT OFFICE

ADDITIONAL POSITION INFORMATION

Title & Level

Administrative Services Assistant

Work Group Location

Vancouver, WA

Specialty

N/A

Offsite Work Eligibility

Situational Telework

Organization

TOO

Number of Days Onsite

days per Week

Hours

Full-Time, up to hours

Additional Information

Situational Telework may be authorized when requested per on-site work requirements and needs.

Overtime

% anticipated





On-Call

No





Travel

Up to % for meetings/trainings





FN Status

NOT open to Foreign Nationals





Investigation Type

SF-, Standard Questionnaire for Non-Sensitive Positions: Candidate must be able to pass this background investigation in order to qualify for and/or retain this position.

Current telework, remote work and onsite support is based on BPA’s business needs and is subject to change or termination at any time.

Positions with the “Remote” Designation must reside in WA, OR, ID or MT.

Case-by-case exceptions may apply only when in the best interest of BPA.

OVERVIEW

Position

This position serves as the administrative assistant to the Manager of Operations Support (TOO) and provides administrative support for the entire TOO group, including Operations Control (TOOC), Operations Planning (TOOP) and OASIS Management (TOOS).

Organization

Technical Operations (TOO) is part of BPA’s Transmission Services, Transmission Operations.

The group is responsible for supporting the safe, reliable, and open access operation of the high voltage transmission system and interconnected generation.

We develop and manage all near-term System Operating Limits (SOLs), and Total Transfer Capabilities (TTC).

We perform short term ATC studies, develop Power Transfer Distribution Factors (PTDFs), Transmission Reliability Margins (TRMs) and administer BPA’s ATC and TRM Implementation Documents (ATC-ID and TRM-ID).

We provide control center technical oversight for planned outages, Automatic Generation Control (AGC), Balancing Authority (BA) operations, Remedial Action Schemes (RAS), disturbance monitoring and event reporting.

POSITION 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 tasks for the managers and staff for the assigned organization, managers and support staff.

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.

Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.

Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.



Proof, review, and when applicable, draft, correspondence and documents 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 policies and correspondence 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.

Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.

Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.

Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:

Review incoming correspondence and forward matters requiring action to appropriate staff.

Verify proper coordination and timely completion of assignments.

Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.

Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.

Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.



Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services.

Update and maintain desk reference manual.

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.

Administrative Team:

Organize and coordinate Organizational Administrative Team Meetings.

Attend mandatory Administrative Team Meetings.

Participate as a team member and in team meetings both professionally and collaboratively.

Work 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 team work assignments

Proactively coordinate managers’ daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV managers’ appointments, meetings, conferences and calendar.

Coordinate appointments, including commitments of time.

Advise manager of appointments and other commitments that might have a bearing on future decisions.

Demonstrate sound judgment and a solid understanding of issues when advising the manager of upcoming events.

Organize, plan, prioritize, coordinate, schedule and verify 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 agenda and other meeting materials and developing background information for review, consideration and finalization by appropriate BPA manager / personnel.

Accept meeting invitations, assist with outside visitor requests and schedule interviews.

Schedule and arrange meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).

Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.

Draft agendas, coordinate speaking points, make arrangements for guest(s) / guest speakers and research and draft background information / materials as requested.

Arrange for representation by others if BPA manager’s time and priorities make necessary.

As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.

Inform manager and staff of appointments and other commitments that might have a bearing on future decisions.



Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE, including:

Prepare and enter requests for personnel actions into HRMIS.

Prepare federal worker (BFTE) award requests in HRMIS for manager review/approval, track awards for BFTE, and prepare recognition certificates for the organization.

Prepare retirement documentation.

May be designated as a power-user and/or back-up for the DOE e-Performance management system.

Coordinate and assist BPA manager with development of annual performance appraisal plans for federal personnel by assisting in implementing, completing, and facilitating documentation management.



Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.

Validate documentation submission to Human Capital Management (HCM) is accurately completed within established timelines.

Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.

Register manager and staff for internal/external training classes and conferences.

Assist BPA manager with employee engagement activities and planning.

Verify 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.

Maintain Employee Tracking Log, BFTE tracking, on-board reports, training, medical surveillance, emergency contact, and reimbursement tracking information.

Update and maintain Gallup survey records; follow up with organizations to update the Gallup information.

Assist BPA manager by recommending and implementing approved staff recognition opportunities.

Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal (BFTE).



Track and maintain Overtime/Comp Time authorizations for BFTE personnel.

Complete appropriate new employee on-boarding activities and retirement documentation.

Prepare CFTE employee assignment extension documents; implement, oversee and complete related documentation, and submit for proper review and approval, while performing associated follow-up to obtain required signatures and approval.



Designated as a proxy for the DOE performance management system.

Coordinate and assist managers with development of annual managers’ and employees’ performance appraisal plans by assisting in implementing, completing, and tracking documentation management.

Schedule and track to completion all managers’ and employees’ progress reviews, performing associated follow-up to obtain required signatures and approvals.



Apply strong familiarity with manager’s performance contract to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability and to assist in ensuring 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.



Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for BPA Manager, Lead and staff as needed, which may include:

Assist in preparing and submitting passport documentation as necessary.

Assist management and staff in setting up profiles in the BPA travel system (currently Concur).

Prepare / draft necessary foreign and domestic forms associated with travel.

Prepare and process travel authorizations and vouchers for group managers and staff using Concur.

Validate that travel is complete and process travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.



Track, monitor and notify BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.

Coordinate with managers and staff to coordinate Time & Attendance per established procedures, which may include:

Prepare and review federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Bonneville Business Enterprise System (BES), HRMIS and Fieldglass.



May serve as timekeeping power user (able to input time for others as requested).

Maintain and reconcile employee leave calendar submissions with payroll.

Check leave slips to verify accuracy using organizational leave calendars and other documentation.

Verify that time has been approved.

Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.

Verify time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.

Assist with 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:

Office moves and workstation adjustments using Workflow Connection.

Onboarding activities for new contract and/or federal personnel.

Computer, software upgrades IT equipment and other resource requests.

Computer, copier, and printer maintenance.



Requests for needed office supplies and distribute to appropriate staff per established BPA procedures.



Coordination of badge return to SLMO.

Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.

Serve as organization’s central point of contact for accident reporting, including collection, correction, and distribution of required documentation, and communication with employees, managers, safety office, HCM, and other resources regarding policy, regulations, etc.

Maintain office supply stock.

Act as a point of contact for troubleshooting, configuration, inventory, and maintenance of office systems and processes.

Coordinate maintenance for Government Vehicles (GOV) assigned to the organization; drive GOVs to and from service appointments and report mileage monthly.

Update and maintain annual documentation for Org personnel which may include: emergency contact information, motor vehicle driver authorizations, telework agreements, etc.

Maintain the organizational SharePoint site including updating changes and adding new content.

Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists.

Manage content and permissions.

Maintain a tracking system of suspense items to verify timely compliance with scheduled responses or actions utilizing SharePoint.

Coordinate and direct work unit responses for time-critical documents.

Maintain all records management within SharePoint, including physical and electronic official files, retention and conformance.



Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements:

File and disperse documents/letters to appropriate personnel.



Validate that official records are accurately maintained for auditing purposes.



With oversight and approval of the BPA manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.

Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures and regulations.

Verify proper coordination and timely compliance with assigned action.

Advise and provide guidance to confirm conformance with general policies and correspondence procedures.

May coordinate or assist with organizational and BPA events such as: presentations, retirements, project or employee recognition celebrations, and Combined Federal Campaign (CFC) events.

Serve as Designee in Sunflower for Property Custodian.

Assist custodian in completing duties including annual inventory and acceptance of new and deletion of relinquished equipment from the custodian’s list of equipment.

Schedule and serve as host for WebEx, Skype and other conferencing software platforms, including: monitoring chat, controlling mute/unmute features, presenting materials, and other features as appropriate.

Organizational Specific Responsibilities:

Develop a method for tracking the TOO organization’s annual training requirements and monitor to facilitate staff compliance.

Maintain/update the TOO photo card (annually) and send out to other BPA groups.

Coordinate and respond to requests for access to the TOO Study Room.

Review and update the list of resources with access to the Study Room.

Serve as Designee in Sunflower for Property Custodian.

Assist custodian in completing duties including annual inventory and acceptance of new and deletion of relinquished equipment from the custodian’s list of equipment.

Schedule and serve as host for WebEx, Skype and other conferencing software platforms, including: monitoring chat, controlling mute/unmute features, presenting materials, and other features as appropriate.



Participation/attendance in voluntary events is NOT billable to BPA.

Time spent planning and organizing these events is considered part of the duties of the position and may be performed on billable time.



REQUIREMENTS

Education & Corresponding Experience (required on matrix)

Associate’s Degree in Secretarial Science, Administrative Management or a related field is preferred.

+ years of demonstrated administrative/clerical experience is required.

Required Technical Skills & Experience (required on matrix)

+ years of relevant work experience in administrative support functions using Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook.



Intermediate to advanced skills/experience with SharePoint sufficient to:

Support, manage, edit, and maintain site

Data entry skills are essential.

This position requires above average computer and typing skills to coordinate calendars, schedule meetings, and record and distribute meeting notes

Preferred Skills & Experience (optional on matrix)

Excellent communication skills (both oral and written) with the ability to interface effectively with Executive Managers, customers and various staff in a positive, courteous and cooperative manner.

Previous knowledge of office procedures governing correspondence control and preparation, communication channels, records management, etc.



Additional Requirements (not required on matrix)



Valid Driver’s License is required.



Access to the ePerformance system is required.

This position may be designated by the BPA manager as a proxy to access this system in order to assist the manager in completing documentation for BPA employee performance reviews.

Granting contract personnel access to this system will require encrypted transmission of a limited amount of Personally Identifiable Information (PII), specifically Social Security Number and Date Of Birth, to DOE system administrators.

The selected candidate’s acceptance of this contract position will also comprise permission for BPA to encrypt and transmit the limited PII data to DOE HQ in Washington DC, in order to create the system logon ID for the selected individual.

Appendices

The following appendices apply to this position and may be downloaded from the Fieldglass Reference Library:



Offsite Work

Training Expectations (Worker is expected to keep current on the latest technologies and skills required for the position.)

Training Type

Details

Provided by



BES/HRMIS

BPA Time & Attendance

BPA



Concur Travel

BPA travel scheduling and reimbursement program

BPA



Government Correspondence Training



BPA



E-Performance

Input and tracking of organizational performance plans

BPA



Sunflower

Inventory and Tracking System

BPA



Supply Ordering



BPA

Attendance at all conferences, workshops, training, etc.

must be pre-approved by SLMO.

Requests will be reviewed on a case-by-case basis.

Approval is subject to the most current guidance provided to SLMO by BPA or DOE and is subject to change at any time.

SLMO reserves the right to negotiate attendance on billable/non-billable hours and reimbursement of travel costs with the supplier.

Reimbursable travel costs must adhere to the Federal Travel Regulations and be submitted via an expense sheet in Fieldglass.

CLOSELY ASSOCIATED RESPONSIBILITIES & REQUIRED ASSOCIATED MITIGATION MEASURES

The following list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined MUST be in place in your organization, via processes and procedures, in order to mitigate those associated risks.

The BPA manager’s acceptance of the API serves as the manager’s attestation that all mitigation measures listed below are or will be established and adhered to in their org.

Area of potential Closely Associated / Inherently Government function

Mitigation Measures

Area of potential Closely Associated / Inherently Government function

Mitigation Measures

Access to Confidential / Sensitive Information

CFTE MUST sign NDA (Non-Disclosure Agreements) at beginning of assignments.



CFTE MUST complete annual Information Security and Privacy Awareness training.

CFTE MUST complete and pass background investigations of an appropriate level.

Acquisition Planning / Source Selection

CFTE are not permitted to serve as “voting” members for acquisition selections.



All purchasing decisions MUST be made by appropriate federal personnel (Contracting Officers).

All acquisition documents (requirements,
SOW’s, evaluation criteria, etc.) MUST be reviewed, finalized and approved by appropriate BPA federal personnel.



ONLY Contracting Officers are authorized to obligate BPA funds.

Agency / Org Planning

All drafts, documents, materials and recommendations, MUST be reviewed, finalized and approved by appropriate BPA federal personnel.

Budget / Finance Prep

ONLY Federal Employees may determine budget priorities & allocations.



BFTE MUST control, and finalize / approve ALL budgets and related documentation, including that for projects, programs and Organizations.













Contract Management

ALL Contractual documents, including invoices MUST be finalized / approved by appropriate Federal personnel.



All contract related decisions (modifications, changes, performance) MUST be determined by appropriate federal personnel (COs).

Decision Making

CFTE may provide input and recommendations to decision-makers.

ONLY appropriate federal personnel may make decisions which obligate BPA resources or to a specific course of action.


Direction & Control
(directing BFTE)

CFTE are not permitted to direct the actions of federal employees (BFTE) or have any control or input into their performance.



Work of BFTE MUST be assigned by federal manager, supervisor, Program / Resource manager or other appropriate designee.

Disposing Govt.

Property

ALL decisions regarding the disposal of BPA property MUST be made by appropriate federal personnel; and, all property dispositions MUST be directed and controlled by the Investment Recovery Center (IRC).

Dissemination of Agency/Policy Information / Training

All training and any information that is to be disseminated MUST be either ) per established policy, process, procedure, or practice; or, ) reviewed, finalized and approved by appropriate BPA federal personnel.

Inspection / IT Testing

Processes and procedures MUST ensure Federal personnel review inspection findings and CFTE recommendations before acceptance or rejection of material(s) / item(s).

HR Support

CFTE may assist with HR functions per established procedures, processes and guidelines (, timekeeping).

ALL work products MUST be reviewed and finalized by appropriate federal employees.

Policy Development


BPA’s process for Policy development includes multiple levels of federal review prior to acceptance / adoption.

Interpretation of Policy/Regulations

ONLY BPA federal employees MAY determine the applicability and interpretation of regulations.



CFTE are not permitted to “interpret” regulations for or on behalf of BPA.

Regulations are interpreted by federal personnel and communicated via standards, guides, policies and processes.

Representing BPA


Contract workers are required to identify themselves and their employer in signature blocks, in introductions and have a nameplate outside their cubicle.

CFTE MUST receive written VP approval to represent BPA at outside events, such as workshops, seminars or conferences.



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Required Skill Profession

Secretaries And Administrative Assistants