DoorDashVancouver
Available in over 4,000cities in the U.S, DoorDash connects local businesses and localdrivers (called Dashers) with opportunities to earn, work, andlive.All you need is a mode oftransportation (bike, car, scooter) and a smartphone to startmaking money.You can even sign up and beginworking that same ...
First Tek, Inc.Vancouver
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, and complete most business involving...
First Tek, Inc.Portland, 20 mi from Vancouver
official records are accurately maintained for auditing purposes.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
Associate or bachelor's degree in business administration / management, Change Management, Organizational Development...
First Tek, Inc.Portland, 20 mi from Vancouver
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...
First StudentBattle Ground
First Student is the largest school transportation provider in North America with more than a century of experience providing safe and reliable transportation.We work with 1,250 school districts in 39 states and 8 Canadian provinces carrying approximately five million students in 21,000 schools dail...
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Administrative Services Assistant 2
First Tek, Inc. | Vancouver | www.resume-library.com |
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 proof reading 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.
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.
Hazards & Risks
Position requires frequent walking, bending, and stooping.
Position requires the ability to lift and carry 30 pounds.
Position requires a minimum level of physical ability sufficient to lift, carry, move, and stack equipment weighing up to 30 pounds. Bending stooping, lifting, kneeling, reaching, and walking for short distances (up to 500 yards) may be required.
Position requires the ability to lift items approximately 30 pounds in weight on and off vehicles and maneuver them, using wheeled carts, to designated locations.
Appendices
The following appendices apply to this position 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 position.)
Training Type
Details
Provided by
BES/HRMIS
BPA Time & Attendance
BPA
Concur
BPA Travel Scheduling
BPA
Government Correspondence Training
BPA
Supply Ordering
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 list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined MUST be in place in your organization, via processes and procedures, in order to mitigate those associated risks. The BPA manager's acceptance of the API serves as the manager's attestation that all mitigation measures listed below are or will be established and adhered to in their org.
Area of potential Closely Associated / Inherently Government function
Mitigation Measures
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;
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 (CO's)
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 other 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_(phone number removed)
F_0129_API_TEMPLATE_ASA2_(phone number removed)
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 proof reading 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.
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.
Hazards & Risks
Position requires frequent walking, bending, and stooping.
Position requires the ability to lift and carry 30 pounds.
Position requires a minimum level of physical ability sufficient to lift, carry, move, and stack equipment weighing up to 30 pounds. Bending stooping, lifting, kneeling, reaching, and walking for short distances (up to 500 yards) may be required.
Position requires the ability to lift items approximately 30 pounds in weight on and off vehicles and maneuver them, using wheeled carts, to designated locations.
Appendices
The following appendices apply to this position 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 position.)
Training Type
Details
Provided by
BES/HRMIS
BPA Time & Attendance
BPA
Concur
BPA Travel Scheduling
BPA
Government Correspondence Training
BPA
Supply Ordering
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 list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined MUST be in place in your organization, via processes and procedures, in order to mitigate those associated risks. The BPA manager's acceptance of the API serves as the manager's attestation that all mitigation measures listed below are or will be established and adhered to in their org.
Area of potential Closely Associated / Inherently Government function
Mitigation Measures
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;
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 (CO's)
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 other 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_(phone number removed)
F_0129_API_TEMPLATE_ASA2_(phone number removed)
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