Administrative Services Assistant 3

Job description

*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE

ADDITIONAL POSITION INFORMATION

Title & Level

Administrative Services Assistant 3

Work Group Location

Vancouver, WA

Specialty

Management Support

Offsite Work Eligibility*

Situational Telework

Organization

NSL

Number of Days Onsite

5 Days per week

Hours

Full-Time, up to 40 hours

Additional Information

Additional onsite work may be required during training or as requested.

Overtime

0% anticipated





On-Call

No





Travel

Up to 5% travel to local meetings





FN Status

NOT open to Foreign Nationals





Investigation Type

SF-85, 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.

**

OVERVIEW

Position

This contract Administrative Services Assistant 3 position will provide confidential and professional support to the Logistic Services manager in the NSL organization and to the Logistic Services (NSL) department staff and other BPA personnel in the day-to day operations in support of supply chain functions.

This position will provide a variety of program coordination, facilitating, planning, reporting, and administrative support services that contribute to meeting the mission and targets of BPA s Supply Chain.

The ASA in this position may occasionally provide additional support for other organizations or other NS Administrative Assistants.

Organization

The Logistic Services (NSL) organization provides certain specialized services in support of its customers including contracting for services, materials, and equipment; materials management, including warehousing of inventory; inventory management; order filling; transportation and fleet management; asset utilization and investment recovery; hazardous materials processing and disposal; Information systems management as it applies to NSL, including management of material and equipment catalogs.



NSL is responsible for continuous improvement of Supply Chain processes and implements Agency-wide initiatives that consider planning, design, purchasing, delivery, and the payment of goods and services.

The Logistic Services organization works closely with the Supply Chain Policy and Governance Office and the Accounts Payable staff, as well as the Program Offices, to implement industry best practices and to ensure efficient and effective supply chain solutions across all BPA supply chain activities.

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 organizations.

Answer and screen telephone calls, 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 materials, and presentations using Microsoft applications

Prepare agendas and presentations, help identify appropriate attendees, schedule, and facilitate virtual meetings or events using advanced functions of Skype, WebEx, or other virtual event technology.



Attend meetings, record meeting minutes, as requested, transcribe, and disseminate as needed.

Build, maintain, and post spreadsheets, presentations, and other documents using an array of Microsoft products or other applications in use to SharePoint sites or Workgroup drives.



Proof, review, and, when applicable, draft, correspondence and documents prepared for manager signature, validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action, 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.

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.

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



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

Update and maintain desk reference manual.

Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.

Come up to speed quickly on manager and organizational priorities to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met.



Validate on-time documentation submission to Human Resources (HR) and verify all processes are tracked to completion within established timelines.



Review and update project trackers (performance, training, space management, annual requirements, etc.) for the BPA manager, alerting appropriate parties of any noted 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 new and junior contract support personnel; may delegate assignments to other contract administrative personnel at the request of the BPA manager.

Serve as back-up to Tier II, Tier III and Tier IV level Administrative Assistants as needed.

Administrative Team:

Attend mandatory Administrative Team Meetings in person, to the maximum extent possible.

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 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.



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.

Coordinate speaking points, arrange 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.

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

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

Coordinate and assist BPA managers 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 Resources (HR) is accurately completed within established timelines.

Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents 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 required reports, such as agency engagement plans.

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

Track, maintain, update, and distribute annual renewals, such as: Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal employees.



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

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

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 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 staff and 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; prepare interview packet for assigned manager(s), coordinate with interviewee(s), schedule conference rooms or conference calls, and interview panel.

Provide overall administrative support to staff members by acting as the liaison with HR, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, coordinate, request and track:

Onboarding activities for new contract and/or federal personnel.

Computer, software upgrades IT equipment and other resource requests.

Computer, copier, and printer maintenance.



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



Maintain office supply stock.

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

Coordination of badge return to SLMO for contract workers (CFTE).

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, HR, and other resources regarding policy, regulations, etc.

Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements.

Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know).

Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures.

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.

Act as the subject matter expert on BPA administrative processes (such as expense processing).



Support Supply Chain activities with guidance, instruction from Technology Supervisor or Project Manager (PM) by providing administrative support; document collection; process mapping, draft and finalize processes and procedures using Visio or other Microsoft applications; assist with coordinating reviews and document updates; post completed documents to SharePoint or other sites as directed.

Examples include:

Internal Controls Working Group

NS Data Governance

CUII Implementation

Information Security Annual Assessment of Adherence

CGI / IGLM Hard Copy Records Inventory

Information Asset Plans

Common Controls Assessments for NS Systems of Applications

Regulatory Compliance Program Requirements

Quarterly Supply Chain Project updates, quarterly CAO updates, and annual Staffing Plan updates

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



*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)

High school diploma or equivalent is required.

Associates Degree in Secretarial Science, Administrative Management or related field is preferred.

6 years of demonstrated administrative/clerical experience is required.

Required Technical Skills & Experience (required on matrix)

4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook.



Intermediate to advanced skills/experience with SharePoint or a similar system sufficient to:

Support, manage, edit and maintain site.

Additional Requirements (not required on matrix)



Valid U.S. 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

BPA Travel Scheduling

BPA



E-Performance

Input and tracking of organizational performance plans

BPA



Government Correspondence Training



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 (CO s)

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 1) per established policy, process, procedure, or practice; or, 2) 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 (e.g., 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

Other General