David Evans and Associates is currently seeking an Administrative Services Assistant to join our onsite project team located in Portland, OR. The qualified candidate will serve as a the main Administrative Assistant to Metering Services (KSM) and provides back-up coverage to the Customer Billing (KSB) group two days a week by providing administrative and confidential assistance to the groups Managers, Supervisors, Team Leads, and immediate staff in Portland. In addition, the Administrative Assistant will act as a liaison between the KSM Manager, KS Management Team and KS Director and will communicate with other BPA executives, vice presidents, upper level managers and their administrative assistants representing the KS organization; this information can be exchanged in person, in writing, telephone or by e-mail.
Position Responsibilities include but not limited to:
In accordance with BPA Correspondence Guidelines: produces and prepares letters, memorandum and reports; reviews all correspondence and documents; checks for clarity, completeness of reply, grammatical and procedural correctness; develop, organize and maintain filing systems for correspondence, and other records; maintains official files.
Keeps the KSM Manager, Supervisors, Team Leads and immediate staff updated on issues, information, priorities, recommendations, and sensitivities; such as policy changes, training/travel updates, HRMIS and HCM notifications or any other announcements that affect the day-to-day operations of the group.
Follow-ups with the KSM Manager, Supervisors, Team Leads and other staff on projects needing to be completed; and provide other general support to staff as needed.
Attends weekly staff meetings and other meetings as requested; take notes and transcribes meeting notes to distribute to staff; coordinates with meeting presenters to ensure copies of handouts are ready and available, also arranges for any equipment the presenter may need (Infocus, laptop); also assists the presenter by emailing handouts ahead of meeting or any other requirements the presenter may need.
Assists in drafting presentations for speaking engagements or presentations at customer meetings, conferences, employee meetings, etc. Assists in preparing spreadsheets, charts or graphics to support meetings and presentations.
Prepares supervisor contracts and performance appraisals for the Manager’s review; schedules annual performance appraisals and mid-point reviews.
Manages and updates project trackers (performance, training, etc.) for the KS Director.
Provides overall administrative support to KSM by acting as the liaison with the IT and administrative services groups to coordinate office moves, workstation adjustments, computer and software upgrades, cell phone upgrades and phone, computer, copier, and printer maintenance.
Prepare and process the HRMIS bi-weekly automated time and attendance in BES for the KSB group consisting of approximately 12 staff members. Maintains the KSM Leave Calendar and supporting documents as required by BPA. Keeps a daily log of absent employees in the Manager’s and Supervisor’s Outlook Calendars. Requests updated leave information from employees as needed. Informs the Manager and Supervisors as absences or leave changes as they occur throughout the workday; helps to alleviate any workflow issues as they arise due to absences or leave changes. Train new staff on time and attendance procedures.
Assist employees with travel arrangements by preparing travel documentation (authorizations, advances, vouchers, etc.) in Gov Trip. Makes travel arrangements and/or reservations using information shown on the statement of travel, daily work report, and personal contact with employees and supervisors. Audit and prepare travel reimbursements for employees travel expenses. Maintain travel records as required by Federal Travel Regulations for the group employees. Schedule BPA motor pool car requests for the Manager, Management Team and employees as needed.
Assist employees in tracking upcoming scheduled training and report training on their time and attendance records. Help employees process training forms as needed and process payment for external classes.
Responsible for maintaining the KSM Manager’s daily calendar; accepts or declines meetings for the Manager using own judgment; schedules meetings; reserves meetings rooms and telephone bridges; updates the Manager’s schedule as changes occur throughout the day; assists the Manager by helping him to stay on schedule and on-time to meetings and appointments throughout the day.
Responsible for scheduling and coordinating meetings, workshops, training, and appointments between the Manager, Supervisors, Team Leads, and other staff.
Works closely with the Team Lead to plan, prepare and organize quarterly staff meetings, training workshops, committee events, and other KS activities.
Coordinates room reservations, food requests, printing needs and prepares presentation material for meetings and workshops. Assures all audio/visual equipment and phone bridge are reserved.
Assists the Team Lead by ensuring the site content for the KS SharePoint site is properly collected, reviewed, published, and maintained over time.
Administer and oversee the site structure and maintenance;
Manage site design, site creation, and web part setup required; and
Performs monthly maintenance.
Provides back up to other KS administrative assistants when staffing shortages occur or when assistance is needed for special projects.
Establish, develop and maintain constructive and cooperative relationships with other BPA executives, vice presidents, upper level managers and their administrative assistants representing
High School Diploma required
Associates Degree in Secretarial Science, Administrative Management or a related field is preferred.
4-6 years of demonstrated administrative/clerical experience required.
4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, Excel, PowerPoint and Outlook ( MS Office 2010 proficiency required)
Knowledge and proficiency in MS Project and Visio.
General Skills Requirements :
Proven ability to effectively manage day-to-day and on-going workload with constantly changing priorities even under stressful conditions, while constantly looking for ways to improve efficiency.
Ability to handle multiple projects with many interruptions, effectively and expediently.
Organizational and planning skills must be excellent.
Excellent attendance and punctuality required.
Must be able to work independently and with minimal supervision or guidance.
Must be able to communicate orally and in writing effectively.
Must be teamwork and customer service oriented, and maintain excellent personal interactive skills.
Must use effective and skilled judgment with tact and diplomacy.
Must be highly motivated and self-starter.
Valid State Drivers License
Up to 5% local travel may be required to and from meetings
Training that may be required:BPA Provided:
HRMIS Time & Attendance
Qualified candidates please apply directly to our website at www.deainc.com or send a resume to Shannon Dubois at email@example.com
DEA is proud to be an AA/EEO employer and all qualified candidates will receive consideration without regard to characteristics protected by applicable local, state or federal law, such as race, color, sex, age, religion, national origin, physical or mental disability, pregnancy, marital status, veteran or military status, genetic information or sexual orientation.