Administrative Services Assistant 2 - First Tek, Inc.
Vancouver, WA 98666
About the Job
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 support to managers and/or management staff; serve as liaison/point of contact between Travel and other work groups, facilitate communication and appropriate actions, and assist with routine, day-to-day operations.
Greet visitors, answer, and screen telephone calls, respond to most questions, and complete most business involving established policy or routine matters, take messages, set appointments, and forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action to appropriate staff following up to verify a timely response.
Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
Provide overall monitoring for requests for information or products and verify that responses are made in a timely fashion.
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.
Compile, organize, and verify appropriate files, notes, and other materials are in order and ready for use at meetings, appointments, etc.
Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents, telework agreements, and required training.
Update and maintain desk reference manual.
Serve as backup for other Administrative Assistants as needed.
Assist the BPA manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of BPA management-approved process and procedural changes.
Participate as a team member and in team meetings both professionally and collaboratively.
Provide input and recommendations for potential process / procedural improvements.
Help resolve organizational administrative issues and work on solutions as a group.
Complete teamwork assignments.
Work as a contract team lead for travel:
Standardize, streamline, and improve overall Travel processes throughout the organization.
Train new personnel to the travel guidelines and how to review and enter travel vouchers for reimbursement.
All travel vouchers are reviewed and entered in a timely manner, to ensure payments are made in a two-week cycle.
Address questions and business involving established travel policy or routine matters.
Answer and screen telephone calls; respond to most questions and complete most business involving established travel policy or routine matters; forward complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
Process and screen incoming and outgoing travel correspondence to include proofreading and corrections.
Review and proofread travel documents and letters to verify proper formatting and accuracy before further processing.
Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:
Assist organization personnel with 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 and assist managers and staff with 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) and HRMIS.
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 requests to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.
Use Fieldglass to 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.
Provide support for TFH Fleet GSA vehicles assigned and loan pool vehicles:
Assign vehicles to field, office, and contract workers.
Record mileage and schedule vehicle repairs, service, and maintenance as required/needed.
Travel to distribute GSA vehicles to field staff as necessary.
Equip GSA vehicles and facilitate POV check in/out of appropriate safety gear necessary for field use.
Schedule appointments to exchange Fleet vehicles when notified of arrival of new vehicles.
Provide support for mobile radio systems:
Arrange for installations/removals/programming in GSA vehicles and trailers.
Check-in/out for TFHQ, A/E, and contract construction needs.
Provide coordination for fleet of construction trailers:
Assign and maintain TRs for field office trailers.
Arrange for delivery and removal of trailers.
Verify that trailers are equipped accordingly.
Inspect trailers prior to project delivery and upon return, noting condition.
Arrange for repair of trailers as needed.
Perform data entry for P-Card transactions including:
Performing data entry in accordance with the MPP Manual.
Requesting clarification or additional documentation from the card holder if there is a discrepancy or if incomplete information is received.
Contacting the cardholder and Approving Official (AO) if an unexplained or unidentified charge appears on the statement or in the BES system.
Keep bank statements and account numbers confidential.
Note: Data Entry Personnel (DEP) are not authorized to make purchases or dispute the charge with a bank or vendor.
Review confidential bank statement packages (statement, receipts, emails, etc.) to detect fraud, waste, and abuse. Report to Approving Official (AO).
Enter confidential accounting & transaction data in Asset Suite. Safeguard documents in secured environment.
Act as an Assistant Shopper for BPA's Amazon Business account.
Support and maintain the inventory of Conex (shipping containers) used to store TFHQ loan pool of tools and equipment (e.g., factory tires, transits, generators, staking supplies, radios, climbing gear, Geiger counters, step-and-touch meters, etc.)
Maintain and track assets in the Sunflower system for field, office, and contract workers.
Arrange for temporary phone and utility connections for field office trailers; this involves calling utilities and getting service started and ended.
Arrange for PO Box numbers at post offices near project sites for mail delivery to BPA staff and contract workers.
Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.
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 official records are accurately maintained for auditing purposes.
Provide an annual review and inventory of official files and maintain the organizational file outline with oversight and approval of the BPA manager.
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.
An associate degree in Secretarial Science, Administrative Management, or a related field is preferred.
4 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.
Preferred Skills & Experience (optional on matrix)
Working knowledge of SharePoint or similar system.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
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 support to managers and/or management staff; serve as liaison/point of contact between Travel and other work groups, facilitate communication and appropriate actions, and assist with routine, day-to-day operations.
Greet visitors, answer, and screen telephone calls, respond to most questions, and complete most business involving established policy or routine matters, take messages, set appointments, and forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
Review incoming correspondence; respond to most questions and complete most business involving established policy or routine matters and/or forward matters requiring action to appropriate staff following up to verify a timely response.
Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
Provide overall monitoring for requests for information or products and verify that responses are made in a timely fashion.
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.
Compile, organize, and verify appropriate files, notes, and other materials are in order and ready for use at meetings, appointments, etc.
Coordinate and track reporting requirements and activities related to federal staff including creation/submission of travel documents, telework agreements, and required training.
Update and maintain desk reference manual.
Serve as backup for other Administrative Assistants as needed.
Assist the BPA manager and staff in the development and draft of Standard Operating Procedures, governance, and internal control procedures as changes and processes occur; assist and promote implementation of BPA management-approved process and procedural changes.
Participate as a team member and in team meetings both professionally and collaboratively.
Provide input and recommendations for potential process / procedural improvements.
Help resolve organizational administrative issues and work on solutions as a group.
Complete teamwork assignments.
Work as a contract team lead for travel:
Standardize, streamline, and improve overall Travel processes throughout the organization.
Train new personnel to the travel guidelines and how to review and enter travel vouchers for reimbursement.
All travel vouchers are reviewed and entered in a timely manner, to ensure payments are made in a two-week cycle.
Address questions and business involving established travel policy or routine matters.
Answer and screen telephone calls; respond to most questions and complete most business involving established travel policy or routine matters; forward complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
Process and screen incoming and outgoing travel correspondence to include proofreading and corrections.
Review and proofread travel documents and letters to verify proper formatting and accuracy before further processing.
Arrange travel (domestic, invitational, and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:
Assist organization personnel with 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 and assist managers and staff with 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) and HRMIS.
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 requests to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.
Use Fieldglass to 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.
Provide support for TFH Fleet GSA vehicles assigned and loan pool vehicles:
Assign vehicles to field, office, and contract workers.
Record mileage and schedule vehicle repairs, service, and maintenance as required/needed.
Travel to distribute GSA vehicles to field staff as necessary.
Equip GSA vehicles and facilitate POV check in/out of appropriate safety gear necessary for field use.
Schedule appointments to exchange Fleet vehicles when notified of arrival of new vehicles.
Provide support for mobile radio systems:
Arrange for installations/removals/programming in GSA vehicles and trailers.
Check-in/out for TFHQ, A/E, and contract construction needs.
Provide coordination for fleet of construction trailers:
Assign and maintain TRs for field office trailers.
Arrange for delivery and removal of trailers.
Verify that trailers are equipped accordingly.
Inspect trailers prior to project delivery and upon return, noting condition.
Arrange for repair of trailers as needed.
Perform data entry for P-Card transactions including:
Performing data entry in accordance with the MPP Manual.
Requesting clarification or additional documentation from the card holder if there is a discrepancy or if incomplete information is received.
Contacting the cardholder and Approving Official (AO) if an unexplained or unidentified charge appears on the statement or in the BES system.
Keep bank statements and account numbers confidential.
Note: Data Entry Personnel (DEP) are not authorized to make purchases or dispute the charge with a bank or vendor.
Review confidential bank statement packages (statement, receipts, emails, etc.) to detect fraud, waste, and abuse. Report to Approving Official (AO).
Enter confidential accounting & transaction data in Asset Suite. Safeguard documents in secured environment.
Act as an Assistant Shopper for BPA's Amazon Business account.
Support and maintain the inventory of Conex (shipping containers) used to store TFHQ loan pool of tools and equipment (e.g., factory tires, transits, generators, staking supplies, radios, climbing gear, Geiger counters, step-and-touch meters, etc.)
Maintain and track assets in the Sunflower system for field, office, and contract workers.
Arrange for temporary phone and utility connections for field office trailers; this involves calling utilities and getting service started and ended.
Arrange for PO Box numbers at post offices near project sites for mail delivery to BPA staff and contract workers.
Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.
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 official records are accurately maintained for auditing purposes.
Provide an annual review and inventory of official files and maintain the organizational file outline with oversight and approval of the BPA manager.
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.
An associate degree in Secretarial Science, Administrative Management, or a related field is preferred.
4 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.
Preferred Skills & Experience (optional on matrix)
Working knowledge of SharePoint or similar system.
Additional Requirements (not required on matrix)
Valid U.S. Driver's License is required.
Source : First Tek, Inc.
