Administrative Services Assistant

Position: Administrative Services Assistant 2
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.

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 (Use Word, Excel, PowerPoint and Adobe Acrobat).

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.

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.

Serve as back-up to other Tier III level Administrative Assistants/Field Clerks 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 Resources (HR) 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.

Administrative Team:

Attend mandatory Administrative Team Meetings.

Participate as a team member 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 and staff 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 internal/external training classes for BPA managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.), drafting agendas and other meeting materials, coordinating speaking points, planning for guest(s)/guest speakers and researching and drafting background information for review, consideration and finalization by appropriate BPA manager / personnel.

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

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

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

Prepare recognition certificates for the organization.

Assist…