Admin Services 2 -

Location: Portland
Posted on: April 17, 2024

Job Description:

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 the department.

?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 meetings;

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 veteran status.

Keywords: , Corvallis , Admin Services 2 -, Administration, Clerical , Portland, Oregon