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*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE
ADDITIONAL PROCUREMENT INFORMATION (API)
Title & Level
Administrative Services Assistant 3
Work Group Location
Portland, Oregon
Specialty
N/A
Offsite Work Eligibility*
Situational Telework
Organization
PE, PG
Number of Days Onsite
5 days per Week
Hours
Full-Time, up to 40 hours
Additional Information
Overtime
0% anticipated
On-Call
No
Travel
Up to 5% local travel to/from field offices or meetings is anticipated
FN Status
NOT open to Foreign Nationals
* Current telework, remote work and onsite support is based on BPA's business needs and is subject to change or termination at any time.
** Assignments 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
Assignment
This full-time Administrative Services Assistant (ASA) 3 assignment will provide a wide variety of high level professional and confidential support to the managers and immediate staff of the assigned organization within Power Services, a business line of *** (BPA). The assignment will support the organization's managers, department staff and others in the day-to-day operations of programs and related services, providing a variety of program coordination, the planning and execution of meetings, contract and documentation coordination, planning, reporting, and administrative support services and other duties that contribute to meeting the mission and targets of Power Services. This assignment is an active, participating member of the administrative services team and will be assigned to support a subset of the organization, which may include a VP and one or more sub-departments, and may provide administrative back-up support for other Power Services organizations (of similar scope and size), as requested. The role may serve as a liaison to external agencies and organizations, including the US Army Corps of Engineers, the Bureau of Reclamation, and others. Assignments may vary from routine to critical activities needing immediate action.
Organization
Pursuant to BPA's enabling statutes and in accordance with Power Services' mission to be a trusted steward of the Columbia River Power system, Power Services provides power and environmental value to the people of the Pacific Northwest. With considerable customer input and public involvement, Power Services manages the production and marketing of BPA's power products and services through the following organizations: Energy Conservation promotes the efficient use of energy through conservation in the Pacific Northwest and administers BPA's energy conservation contracts; Generation Asset Management develops plans, performs analysis, and interfaces with partners to manage generation resources for the production of electric power; NW Requirements Marketing maintains the business interface with BPA's public utility customers as well as develops power products and services offered by Power Services as well as the associated rates; Bulk Marketing performs all surplus power marketing, and account servicing for bulk power transactions. We work hard, the work is interesting, and we work well together. (And we like to have fun, too!)
The ideal ASA must have excellent communication skills (both oral and written) with the ability to interface effectively with executives, managers and staff in a positive, courteous and cooperative manner; have knowledge of office procedures governing correspondence controls and preparation, communications channels, records management, etc.; possess organizational capabilities and be able to carry out duties with little direct guidance; have demonstrated editing and proofreading skills as well as the ability to create layouts, and excellent attention to detail; be able to work independently and effectively under the pressure of frequent interruptions, changes in priorities; be able to act with tact and diplomacy; maintain confidentiality with sensitive information ; be able to multi-task, be self-motivated, self-disciplined, and flexible; have above average computer and typing skills; ability to coordinate calendars, schedule meetings, record and distribute meeting notes; have excellent English grammar skills, be able to meet timelines, milestones, deliverables and provides timely status updates as required; have experience working as part of a team effectively in a fast-paced environment; demonstrate sound judgement, confidentiality, and a solid understanding of issues when advising the manager of upcoming events; and be punctual and demonstrate consistent attendance.
ASSIGNMENT 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, screen, and escort 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 teamwork 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.
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 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 tra...