This full-time contract Administrative Services Assistant 2 (ASA
2) position is located in BPA?s Information Technology (IT)
organization. IT develops and supports BPA-wide business automation
systems and provides information technology governance, planning,
and standards for BPA?s general business activities. The
Administrative Services Assistant provides coordination of
administrative processes and assists managers, staff and customers
in the performance of programs, projects and office functions in
support of the Project Management Office and IT Operations.
Supports JP as well as other J organizations as necessary; serves
as liaison between the organization, other IT managers and the
immediate staff and other groups across the BPA. This position is
located at BPA Headquarters in Portland, OR.
Position Responsibilities include but not limited to:
?Produce information by transcribing, formatting, inputting,
editing, retrieving, copying, and transmitting text, data, and
graphics. Produce Microsoft Office documents, send faxes, answer
telephones, take messages, and deliver to the appropriate manager
or employee. Make photocopies, collate, and distribute to requester
and other parties. Prepare printing requests. Arrange for pick up
and delivery of such items as papers, memos, correspondence, and
equipment for department and arrange for, or perform work-related
tasks as required.
?Produce a variety of documents, charts, and graphs in final form.
Maintain a tracking system of suspense items to ensure timely
compliance with scheduled responses or actions. Coordinate work
unit responses for time-critical documents.
?Ensure conformance to BPA?s correspondence manual, administrative
policies and regulations as well as proper coordination and timely
compliance with assigned action. Compose letters and memoranda in
response to incoming mail or calls.
?Clearly and effectively communicate in the business setting with
customers, colleagues, team members, managers and others outside of
?Respond to and relay any issues that need to be brought to the
department manager?s attention from members of the staff, officials
throughout BPA and to external parties.
?Receive, prioritize and screen incoming calls and visitors, and
alert the manager and staff accordingly. Screen and respond to
routine inquiries or refer to more senior support personnel or
manager for disposition.
?Review incoming correspondence for department; reply to mail;
refer matters requiring action to responsible parties. Edit and
finalize documents drafted by others. Finalize correspondence and
occasional presentation materials, and appointment/meeting
scheduling using Word, Excel, PowerPoint,and Outlook.
?Meetings and Calendars:
oManage department Manager?s appointments, meetings, conferences
and overall time as priorities and circumstances dictate.
oPrepare agenda for periodic management support resource
oAssist in developing and updating presentations for speaking
engagements, meetings, and conferences.
oTake detailed meeting notes, transcribe and disseminate to at We
are an equal employment opportunity employer and will consider all
qualified candidates without regard to disability or protected