Administrative Technician 3

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.

Perform data entry using multiple computer applications, such as Microsoft Office, Asset Suite, PeopleSoft, Concur (Government travel service), Microsoft SharePoint, etc.

data entered may include inventory management data, vehicle mileage, training tracking, travel, pen base program, utility bills, etc.

Verify group / organization timekeeping is accurate and follows BPA's established guidelines, policies, and negotiated bargaining agreements (such as Columbia Power Trade Council (CPTC) for hourly workers).

Where required, input time and labor information into appropriate system.

Prepare travel authorizations, arrangements, and reimbursements for management and staff travel using online systems such as Concur (BPA travel software), etc.

as requested and following established policy and process. Information to be entered may be from daily staff work reports and other communication.

Perform data entry for materials requests (MRs), invoices, and the district office Micro Purchase Program (MPP) purchase card (P-card) transactions, including :

Perform data entry in accordance with the MPP Manual.

Request clarification or additional documentation from the card holder if there is a discrepancy or if incomplete information is received.

Contact the cardholder and Approving Official (AO) if an unexplained or unidentified charge appear on the statement or in the BES system.

Keep bank statements and account numbers confidential.

Note : Data Entry Personnel (DEP) are not authorized to make purchases or dispute charges with a bank or vendor.

Answer telephone calls and respond to routine telephone requests that have standard answers; refer calls and visitors to appropriate management and staff.

Handle and route mail to assure timely staff response and send form letters as requested. Sort and distribute incoming mail;

prepare outgoing mail, including bulk mailing packages.

As requested, maintain calendars, make appointments, and arrange for meeting rooms.

Receive and process requests for spare parts in stock following established process; send to appropriate field sites. Order or assist in ordering material and property listed in stock catalog from warehouse and other approved sources and arrange for delivery to field sites.

Establish and maintain office files and provide clerical support, prepare forms for district functions, maintain catalogs and post (file) changes to manuals.

Assist staff in the routine use of software applications, , Microsoft Office, Concur, SharePoint, e-Performance, etc., as requested.

Process and submit requests for needed office supplies to manager for approval; distribute supplies to appropriate staff per established BPA procedures.

Serve as point-of-contact and resource for district or other office personnel regarding general district or administrative information.

Designated as a proxy to the DOE performance management system. Coordinate and assist Manager with development of annual BFTE employees' performance appraisal plans.

Facilitate and prepare related documentation. Schedule and track to completion BFTE employees' progress reviews, while performing associated follow-up and obtaining requisite signatures and approvals.

Become familiar with Manager and organizational needs to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability, verifying that established targets are met.

Verify on-time documentation submission to Human Capital Management (HCM) and confirm that all processes are tracked to completion within established timelines.

Takes minutes for various district meetings. Some travel may be requested to attend meetings.

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. Act as a Field Registrar for Personnel Security :

Capture Ink Fingerprints in accordance with standards.

Collect copies of ID for Onboarding, Personnel Risk Assessments, and Background Investigation updates, assuring proper controls for Personally Identifiable Information (PII).

Operate the DOE USAccess System to activate badges, update certificates and reset pin numbers.

Act as a liaison and coordinate between the field and Personnel Security in performance of registrar duties.

REQUIREMENTS

Education & Corresponding Experience (required on matrix)

High School Diploma or GED is required.

years of related administrative / customer service experience or equivalent combination is required.

Required Technical Skills & Experience (required on matrix)

Well qualified typist, skill in using Microsoft Office Suite of products, and skill in operating common office equipment.

years of relevant work experience in administrative support functions

Preferred Skills & Experience (optional on matrix)

Working knowledge of SharePoint

Additional Requirements (not required on matrix)

Valid Driver's License is required.