Secretary I

Position overview:

Provide administrative support and services to Western Area Power Administration (WAPA) using existing systems and software to include Microsoft Office Suites.

Primary/Major Duties and Responsibilities (Essential Functions):

1. Clerical Duties and Administrative Support

• Audit travel vouchers for accuracy and enter in CONCUR system for payment. Distribute copies of payment vouchers to traveler and maintain original voucher and receipts in central files.
• Make travel arrangements considering regulations, routes, cost containment, availability and conveyance. Make hotel reservations for employees traveling in North Dakota. Make airline, hotel and rental car reservations for employees attending meetings and trainings using CONCUR system or by contacting AdTrav travel company. Notify personnel of travel arrangements. Plan itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR).
• Provide miscellaneous data entry support, including Purchase Requisitions (PRs), general purchase reservations, and purchase orders for utilities, supplies and general purchase reservations, and purchase orders for utilities, supplies and services, training and travel forms, damage claims and easements that need to created or modified. Data entry shall be completed in Western's Financial Information Management System (FIMS) and other required programs.
• Compose weekly schedule in Excel for NDMO employees and email to all staff through Outlook.
• Record weekly Safety Reports for each division in Excel spreadsheet. Send quarterly safety report summary and list of trainings employees attended to Regional Maintenance Manager.
• Compose Actual Travel Expense memo and send to UGP Regional Manager for review and approval when room rates are above GSA per diem rate.
• Log in INTELEX names of employees attending training from training rosters. Maintain record of all trainings federal employees have competed.
• Gather information from presenters and staff for All Employee Meetings. Type Meeting Agenda and distribute to all employees. Complete Light Refreshment Memo and submit to UGP Regional Manager for approval. Contact Comfort INN to reserve meeting room and any needed equipment (tv, VCR, projector and flip charts). Reserve a block of sleeping rooms for use during meeting.
• Complete Conference Reporting spreadsheet for employees attending conferences and forward to Financial Specialist at CSO for DOE reporting.
• Register linemen for pesticide training every 3 years or as required.
• Compose Non-Federal Source Travel Expense Memos and complete DOE Request for Approval of Non-Federal Source Travel Form to be sent with supporting documentation (email invitation, committee list) to UGP Regional Manager, WAPA Administrator and General Counsel. After travel is complete, send a copy of the completed travel voucher and receipts to CSO to be logged on semi-annual Non-Federal Source Travel DOP report.
• Maintain up-to-date listing of travel credit card numbers and date of birth of all employees.
• Process outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies and blind courtesy copies are correctly recorded.
• Prepare in final format form draft or handwritten materials a variety of documents using Western's standard software, including: letters, memorandums, forms, reports and legal documents.
• Ensure all documents are accurate in spelling, grammar, punctuation and format prior to finalizing.
• File and scan documents, correspondence and forms.
• Update and organize existing files.
• Scan documents and organize into file structure in DocuShare system.
• Adapt to increases in volume of work, particularly at fiscal year-end.

2. Reception

• Maintain secure building access by controlling main building entrance electronic lock.
• Provide information and direction to visitors arriving at the office.
• Ensure visitors sign the log book and notify employee of a visitor, or escort visitor to employee.
• Answer main phone line and forward to appropriate personnel.
• Receive, redirect and take messages from calls.
• Provide information to individuals telephoning the office.

Pay Rate: $20.75

3. Vehicle Management and Maintenance

• Maintain monthly calendar for NDMO employees requiring use of a government vehicle for travel.
• Reconcile monthly Citibank credit card statement for fuel, gas and repair charges for DOE vehicles and heavy equipment.
• Process trip tickets for 130 vehicles. Enter mileage or meter readings for vehicles and heavy equipment in MAXIMO and charge mileage or hours for equipment to specific project work order numbers.

4. Records Management

• Knowledge of and familiarity with all applicable regulations and policies governing records management.
• Provide guidance to others on records management requirements and procedures.
• Assist with managing and maintaining records so needed records can be found rapidly and disposition of records is accomplished in accordance with appropriate schedules.
• Assist the Corporate Service Office (CSO) with records initiatives. Participate in CSO monthly conference calls.
• Move records to holding area as necessary or required. Maintain system so that records in holding area can be easily tracked and retrieved.

5. Office Administrative Services Support

• Perform administrative support as needed.
• Schedule conference rooms, video conferences and phone bridges as required.
• Maintain conference room calendar of scheduled meetings.
• Maintain copy and fax supplies.