Administrative Services Assistant 2

First Tek, Inc.

Portland, OR

Apply

JOB DETAILS

SKILLS

Administrative Management, Administrative Skills, Adobe Flash, Application Programming Interface (API), Auditing, Billing, Budgeting, Business Administration, Business Process Management, Business Solutions, Business Transformation, C Programming Language, Calendar Management, Car Rentals, Car Reservation, Cellular Telephone, Communication Skills, Computer Workstations, Conference Management, Conferences, Consulting, Copying Machines, Customer Relationship Management (CRM), Customer Support/Service, Data Entry, Document Tracking, Documentation, Driver's License, Ergonomics, Event Management, Facilities Management, Fax Machines, Federal Contracts, Federal Laws and Regulations, File Maintenance, First Aid, Government, Hand Tools, Hazard Analysis, Hazardous Materials/Substances, High School Diploma, High Voltage (HV), IRC (Internet Relay Chat), Interpret Regulations, Logistics, Mail Processing, Material Moving, Microsoft Excel, Microsoft Office, Microsoft Office 2010, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Negotiation Skills, On Site Support, Onboarding, Organizational Development/Management, Performance Analysis, Performance Management, Performance Reviews, Photocopy, Plan Meetings, Policy Development, Printers, Printing, Problem Solving Skills, Procedure Development, Process Hazard Analysis (PHA), Process Improvement, Process Management, Product Reviews, Project Evaluation, Purchasing/Procurement, Record Keeping, Records Management, Regulatory Compliance, Regulatory Submissions, Reimbursement, Request for Information (RFI), Resource Management, Risk, Risk Management, Safety Systems, Safety Training, Safety/Work Safety, Seminars, Shipping/Receiving, Staff Training, Standard Operating Procedures (SOP), Standards Development, Statement of Work (SOW), Surveillance, Talent Management, Team Lead/Manager, Team Player, Telephone Skills, Testing, Time Management, Travel Planning, Travel Policy, United States Department of Energy (DOE), User Documentation, Vehicle Driving, Vendor/Supplier Selection, Willing to Travel, Work From Home

LOCATION

Portland, OR

POSTED

4 days ago

F_0139_HIRING_SAFETY_TRAINING_MATRIX.docx

*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE

ADDITIONAL PROCUREMENT INFORMATION (API)

Title & Level

Administrative Services Assistant 2

Work Group Location

Portland

Specialty

N/A

Offsite Work Eligibility*

Situational Telework

Organization

M

Number of Days Onsite

5 days per Week

Hours

Full-Time, up to 40 hours

Additional Information

N/A

Overtime

5% anticipated

On-Call

No

Travel

Up to 5% local travel

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 assignment provides professional and confidential administrative support to the managers, supervisors, and immediate staff of *** (BPA) s M organizations. This position will facilitate and coordinate administrative processes and functions that support M programs and projects.

Organization

The Strategy, Business Transformation and Customer Services (M) organization operates out of the Portland Headquarters of the *** (BPA). The M org works primarily with customer relationship management and business processes within BPA. . The purpose of this organization is to manage and synthesize the efforts of organizations with cross-Bonneville functions. Coordinated management of these organizations is essential to maximizing benefits for BPA.

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 support to managers and/or management staff; serve as liaison/point of contact between staff and other work groups, facilitate communication and appropriate actions; and assist with the day-to-day operations, which may include:

Greet visitors; address questions and business involving established policy or routine matters, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate;

Answer and screen telephone calls; respond to most questions and complete most business involving established 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 correspondence to include proof reading, to consist of the following:

Review and finalize documents and letters to verify proper formatting and accuracy.

Prepare return cover letters to return contracts (if applicable), tracking delivery and internal process for returned contracts.

As requested, sort and distribute incoming mail to appropriate recipient(s).

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.

Provide input and recommendations for potential process / procedural improvements.

Update and maintain desk reference manual.

Serve as backup to other Administrative Assistants as needed.

Assist the 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.

Administrative Team:

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 team work assignments

Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for BPA Managers and other staff as circumstances dictate, which may include:

Scheduling and arranging meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).

Informing meeting participants of arrangements and of any changes.

Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.

Drafting agendas; making arrangements for guest(s) / guest speakers and researches and drafting background information / materials.

As requested, attending and taking meeting minutes / notes, transcribing / drafting and distributing as appropriate.

Informing manager/BPA staff of appointments and other commitments that might have a bearing on future decisions.

Coordinating events such as off-site meetings, including all logistics, meeting materials and agendas.

Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE which may include:

Preparing CFTE employee assignment extension documents; implement, tracking documentation, and performing associated follow-up to obtain required signatures and approval.

Assist employees and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.

Assist manager by keeping abreast of training deadlines and necessary personnel actions.

Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors.

Scheduling performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.

Coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.

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.

Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:

Assisting with preparing and submitting passport documentation as necessary.

Assisting management and staff in setting up profiles in the BPA travel system (currently Concur).

Preparing / drafting necessary foreign and domestic forms associated with travel.

Preparing and processing travel authorizations and vouchers for group managers and staff using Concur.

Validating that travel is complete and processing travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.

Tracking, monitoring and notifying BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.

Coordinating and assisting managers and staff with Time & Attendance per established procedures, which may include:

Preparing and reviewing federal personnel 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).

Maintaining and reconciling employee leave calendar submissions with payroll.

Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time has been approved.

Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate.

Verifying 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 overall administrative support to staff members by acting as the liaison with HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:

Office moves and workstation adjustments using Workflow Connection.

Onboarding activities for new contract and/or federal personnel.

Computer, software upgrades IT equipment and other resource requests.

Computer, copier, and printer maintenance.

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

Coordination of badge return to SLMO.

Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.

Assist with scheduling interviews through Fieldglass; preparing interview packets for assigned manager(s).

Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports.

Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements:

File and disperse documents/letters to appropriate personnel.

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.

May coordinate or assist with organizational and agency events such as: presentations, retirements, project or employee recognition celebrations, and CFC events.*

May provide basic information/support to the BPA manager by viewing/providing information utilizing DOE s Performance Management System.

*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 assignment and may be performed on billable time.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

High school diploma or equivalent is required.

Associate s or bachelor s degree in office administration/management, business administration/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 (Microsoft Office 2010 proficiency required).

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.

Appendices

The following appendices apply to this assignment 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 assignment.)

Training Type

Details

Provided by

BES/HRMIS

BPA Time & Attendance

BPA

Concur

BPA Travel Scheduling

BPA

DOE Performance Management System

Input and tracking of organizational performance plans

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 is a list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined must be in place, via processes and procedures, to mitigate the associated risks. The BPA manager s acceptance of the API or CWSD serves as their attestation that all applicable mitigation measures listed below are or will be established and adhered to in their organization.

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. (Does not apply to Craft 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 (COs).

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 another 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.

Page 6 of 6 F_0129_API_TEMPLATE_ASA2_030626

F_0129_API_TEMPLATE_ASA2_030626
CFTE NON-CRAFT HIRING SAFETY TRAINING MATRIX

CONTRACT FULL TIME EQUIVALENT (CFTE)

NON-CRAFT HIRING SAFETY TRAINING MATRIX

Purpose:

The Contract Full Time Equivalent (CFTE) Hiring Safety Training Matrix is a hazard assessment for CFTE personnel routine tasks. It is intended to set a common understanding on training requirements between the CFTE personnel and the *** (BPA) managers/supervisors. BPA Requesting Managers should complete this form and coordinate with BPA Supplemental Labor Office during the procurement process to ensure the CFTE position includes a list of required trainings associated with identified tasks, conditions, and exposures. Each task, condition, and exposure indicate which training courses are required, who shall provide those trainings, and when those trainings shall occur.

This form is intended only as a reference document for contractors.

BPA Requesting Manager

(Last, First MI)

Creecy, Jamae Hilliard

Date

05/13/26

CFTE Job Title

Administrative Assistant 2

Org

M, MO, MP, MS, MT or other M orgs based on needs

PPE provided by Supplier or Contractor?

Yes No

If yes, list required PPE: Click or tap here to enter text.

Identify which Supplier or Contractor medical surveillance programs are required, if any*

Respirator User

Asbestos

Lead

Silica

Hearing Conservation

Other: Click or tap here to enter text.

No Medical Surveillance

*BPA Requesting Managers may use equivalent Job Title Position Hazard Assessments or project Job Hazard Analyses as indicators for which medical surveillance programs may be required. Direct any questions regarding medical surveillance program requirements to the BPA Industrial Hygienist, ***, or ***.

Instructions for BPA Requesting Manager: This template has been pre-populated with tasks and hazards generally associated with CFTE non-craft positions. BPA Requesting Managers must review this document during the CFTE procurement process. The BPA Requesting Manager will:

Select the checkbox next to each task/condition/exposure that may be encountered during the normal course of the assignment.

Identify if the mitigation for applicable tasks/conditions/exposures will be provided by BPA or the Contractor (supplier).

Indicate when the mitigation must occur (pre-hire, post-hire, pre-task).

Pre-Hire Training should be completed prior to the CFTE starting their assignment.

Post-Hire training should be completed prior to exposure to a hazardous environment and/or conducting work at a BPA worksite.

Pre-Task Training should be completed prior to conducting the associated task.

Once complete, the BPA Requesting Manager will send the completed document to the Supplemental Labor Management Office.

The listed tasks, conditions, and exposures are not all inclusive. New processes, unusual tasks, or equipment may trigger the need for specialized training. Consult with your local Safety Manager or BPA Safety Training Manager for guidance.

BPA provided safety training will be the same training provided to Federal Workers.

For the General Comments section, BPA Requesting Managers can list anything that was not already covered and provide clarification to the BPA COR to better understand the CFTE position. It may include tasks, conditions, and/or exposures that are unique to a particular position, work site, or person.

For more information on the PHA process/requirement, reference the Safety and Occupational Health Manual, Safety Management Systems Chapter.

Direct any questions regarding training requirements or issues related to this form to the BPA Safety Training Manager, ***, or ***.

Office & Remote Work/Telework Hazards

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training

Exposed to a fire in the building

BPA manager will advise of evacuation protocol and designated gathering location. Annual fire drills will be conducted.

B

Exposed to an earthquake while in the building

BPA manager will advise of evacuation protocol and designated gathering location.

B

Operating office tools (paper cutter, paper punch, staplers, etc.)

None Identified

C

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training

Performing tasks that may result in repetitive motion injuries, prolonged sitting and computer use

Optional: SUFS Move Safe (HRMIS 016633)

B

Ergonomics

Recognize the hazards and know when it is appropriate to stretch and take breaks; ensure a proper desk, chair, and equipment adjusted at the appropriate level; ensure proper lighting. Any ergonomic assessment to be provided by the supplier.

C

Performing tasks that may result in slips, trips or falls such as carrying boxes and walking on stairs or slick surfaces

Review SOHM Chapter 9

C

Optional: Slips, Trips & Falls Training (HRMIS 015076)

B

Adding electronic devices that were not previously part of the home (monitors, chargers, computing equipment, etc.)

None Identified. On-the-job familiarization (if using BPA-issued equipment).

B

Travel / Field Operation Hazards

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training

Driving vehicles on public and/or non-public roads

Review SOHM Chapter 19

Choose an item.

Defensive/Distracted Driving (HRMIS 017057)

Choose an item.

Worker operates forklifts

Forklift Certification

Choose an item.

Worker operates a fire extinguisher

Fire Extinguisher Use

Choose an item.

Worker operates hand tools

None Identified

Choose an item.

Worker uses personal protective equipment

Personal Protective Equipment

Choose an item.

Worker may be exposed to shock and arc-flash hazard

Shock & Arc Flash Awareness

Choose an item.

Shock & Arc Flash Basic

Choose an item.

Shock & Arc Flash Advanced / Refresher

Choose an item.

Worker may contact but will not disturb Asbestos Containing Material (ACM) or Potentially Asbestos Containing Material (PACM) 2

Asbestos Awareness

Choose an item.

Worker required to work in remote areas where bear encounters may take place

Bear Pepper Spray Training

Choose an item.

Worker exposed to rodent and bird droppings1

Biological/Vermin/Hanta Virus

Choose an item.

Worker exposed to hot and/or cold environments

None Identified

Choose an item.

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training

Worker exposed to chemicals, such as herbicides or pesticides;

Herbicide Cert. Ref. 4-hr

Choose an item.

Herb Certification 8-hr

Choose an item.

Hazardous Communication

Choose an item.

Worker exposed to lead2

Lead Awareness

Choose an item.

Lead Worker Training

Choose an item.

Worker exposed to mercury

None Identified

Choose an item.

Worker exposed to noise2

Hearing Conservation (Initial)

Hearing Conservation (Annual)

Choose an item.

Worker exposed to silica2

Silica - Awareness

Choose an item.

Worker works at heights higher than 4

Fall Protection, Awareness

Choose an item.

Fall Protection, General

Choose an item.

Fall Protection, Advanced

Choose an item.

Ladder Safety

Choose an item.

Fall Protection, Advanced (TLM)

Choose an item.

Worker is required to take first aid and may be called on to render first aid for: workers on high voltage lines and/or equipment; worker works in remote areas

First Aid/CPR/AED

(Red Cross or AHA Accredited)

Required only if specified in the API

Choose an item.

Worker performs work alone in remote areas

Wilderness Adv. First Aid

Choose an item.

Worker may prepare, transport or receive hazardous materials

DOT 1: Introduction, Classification, and the Hazardous Materials Table

DOT 2: Packaging, Labeling, Marking, and Placarding

DOT 3: Shipping Papers

DOT 4: Loading and Storage

DOT: Security for Shipment of Hazardous Materials

Hazardous Materials: Shipping Lithium Batteries under DOT Exemptions

DOT Hazardous Material Awareness for the General Hazmat Employee

Choose an item.

1 BPA workplace manager to review Hantavirus Prevention Procedure 420-240-1 before performing task.

2 These exposures may require enrollment in a Medical Surveillance Program. Ensure page 1 is marked accordingly.

Other Specific Hazards

Task / Condition / Exposure

Required Training

Contractor (C) or BPA (B) Provided

Pre-Hire Training

Post-Hire Training

Pre-Task Training

SAMPLE: Worker may make infrequent visits to field locations or substations

Worker complete the PPE assessment in the SOHM to determine need for PPE such as hard hat, safety glasses, hearing protection, safety vests, Arc Flash clothing or steel-toed boots.

B

X

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Choose an item.

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Choose an item.

General Comments

BPA Requesting Manager Comments/Additional Considerations:

Click or tap here to enter text.

F_0139_HIRING_SAFETY_TRAINING_MATRIX_121624

About the Company

First Tek, Inc.

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Administrative Services Assistant 2

First Tek, Inc.

Portland, OR

About the Company

First Tek, Inc.

Resume Resources

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