Administrative Services Assistant

Responsibilities

• Provide a wide variety of confidential administrative and clerical tasks for the managers and support staff for the assigned organization(s).
• Greet visitors, answer, and screen telephone calls, respond to most questions, 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.
• 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.
• Cooky/coordinator work unit responses to time-critical documents; alert BPA manager / personnel of any concerns or response delays.
• 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 other org Administrative Assistants as needed.
• Quickly align with manager and organizational priorities to monitor meetings, workflows, and delegated tasks, helping facilitate progress toward established targets.
• Aid in tracking the timely submission of documentation to BPA’s HR Service Center (HR) and confirm that all administrative processes are monitored through to completion.
• Maintain and update project trackers (e.g., performance, training) for the BPA manager, highlighting any potential issues or scheduling concerns for their review.
• Coordinate with and provide administrative guidance to lower-level contract support personnel; may delegate assignments to other contract administrative personnel at the request of the BPA manager.

Qualifications

• High school diploma or equivalent.
• At least 2 years of administrative support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Experience with SharePoint and other collaboration tools.
• Basic understanding of administrative policies and regulations.