Description
This contract Administrative Services Assistant 3 position supports the Office of Cyber Security (JB) within the IT Department (J) at the Bonneville Power Administration (BPA). The role provides a wide range of professional and confidential administrative support, including data entry, process coordination, records management, and staff support across the JB organization. This position supports all JB managers and supervisors while also providing administrative guidance and organizational information to staff and internal partners.
ResponsibilitiesGeneral Administrative Support
Provide a wide variety of confidential administrative and clerical assistance for managers and staff within the assigned organization.
Greet and screen visitors; respond to routine inquiries, take messages, set appointments, and direct visitors as appropriate.
Draft, edit, proofread, and format documents, correspondence, reports, and presentations using Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
Develop, maintain, and publish Excel spreadsheets and PowerPoint presentations to SharePoint.
Review correspondence and documents prepared for manager signature; ensure compliance with BPA administrative policies and standards.
Provide guidance to staff to maintain adherence to administrative procedures and correspondence guidelines.
Attend meetings, take minutes, transcribe notes, and distribute documentation.
Maintain action item tracking to ensure timely completion of tasks and responses; notify managers of deadlines or potential delays.
Answer and screen phone calls; resolve routine matters and route escalations to appropriate personnel.
Process incoming and outgoing correspondence, including mail review, distribution, and preparation for mailing.
Maintain effective internal and external communication channels to support smooth information flow.
Perform faxing, scanning, photocopying, and coordinate print services with the BPA print shop.
Update and maintain the desk reference manual.
Serve as backup to Tier II and Tier IV Administrative Assistants as needed.
Quickly adapt to organizational priorities to support scheduling, documentation, project tracking, and deadline management.
Review and update project and performance trackers; alert managers of issues or delays.
Act as liaison between organizations, work groups, and management support staff to maintain awareness of issues and priorities.
Provide administrative guidance to lower-level contract personnel and delegate tasks as directed.
Administrative Team Responsibilities
Organize and coordinate Organizational Administrative Team meetings.
Attend mandatory Administrative Team meetings and participate collaboratively.
Support team-wide efforts to streamline administrative processes and resolve organizational issues.
Complete assigned teamwork tasks.
Calendar & Meeting Management
Proactively manage Outlook calendars for Tier III and IV managers, including scheduling, prioritizing, and coordinating appointments and commitments.
Organize, plan, and confirm meetings, conferences, training sessions, and events-securing rooms, technology, and materials.
Accept meeting invitations, support visitor coordination, and schedule interviews.
Prepare agendas, background materials, speaking points, and meeting packets.
Arrange delegate representation when managers are unavailable.
Attend meetings and take minutes as requested.
Ensure managers and staff are aware of upcoming commitments and potential impacts to priorities.
Personnel & HR-Related Support
Prepare and enter personnel action requests in HRMIS.
Prepare award requests, track BFTE awards, and create recognition certificates.
Coordinate retirement documentation.
Serve as a power-user or backup for the DOE Performance Management System.
Assist managers in developing annual performance plans and maintaining documentation compliance.
Schedule and track performance appraisals, mid-point reviews, and progress reviews; ensure timely HCM submission.
Track federal staff reporting requirements such as travel documents, telework agreements, and required training.
Register staff for internal and external training.
Support employee engagement initiatives and planning.
Monitor completion of mandatory training and track status.
Maintain tracking logs for onboarding, training, personnel, emergency contacts, and reimbursements.
Maintain Gallup survey records and coordinate updates.
Recommend and help implement staff recognition activities.
Track annual renewals of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements.
Track and maintain Overtime/Comp Time authorizations.
Support onboarding and offboarding processes.
Prepare CFTE assignment extension documents and route for approval.
Travel Coordination
Arrange domestic, invitational, and foreign travel for managers and staff including flights, lodging, rental cars, and shuttles.
Assist with passport documentation.
Help staff set up travel profiles in Concur.
Prepare and process travel authorizations and vouchers; ensure timely submission and compliance with federal travel policies.
Track required signatures and follow up on pending actions.
Time & Attendance
Prepare and review federal personnel time and attendance reports for certification using BES, HRMIS, and Fieldglass.
Serve as a timekeeping power user as needed.
Reconcile employee leave calendars with payroll.
Review contract personnel time sheets in Fieldglass for accuracy.
Communicate time and attendance policies, special reporting requirements, and admin leave updates.
Assist with interview scheduling and packet preparation via Fieldglass.
Organizational Support
Act as liaison with HCM, IT, Workflow Connection, Security, Safety, Motor Pool, Facilities/Space Management, and administrative services.
Coordinate office moves and workstation adjustments in Workflow Connection.
Manage onboarding for new federal and contract staff.
Facilitate IT equipment/software requests, maintenance, and troubleshooting.
Manage office supplies and equipment inventory.
Coordinate badge returns to SLMO.
Oversee cell phone inventory, ordering, setup, and collection.
Serve as the point of contact for accident reporting and documentation.
Coordinate maintenance and mileage reporting for Government Vehicles (GOVs).
Maintain organizational SharePoint sites, including content, permissions, records, and tracking systems.
Ensure compliance with Information Governance & Lifecycle Management (IGLM) policies.
Review and process TACs (Transmittals for Administrator/CEO Approval) and ensure policy compliance.
Support organizational events such as presentations, retirements, recognition events, and CFC activities.
Cyber Security-Specific Responsibilities
Track travel, training, mandatory annual training, cybersecurity certifications, and conference participation.
Support onboarding across BFTE, CFTE, and non-CFTE personnel.
Coordinate visitor access privileges for headquarters, control centers, and field sites.
Assist with offboarding, badge recovery, and return of Government Furnished Equipment (GFE) to the Cyber Security IT COR.
Develop templates and draft memos for Authority to Operate (ATO) / Authority to Use (ATU) documentation; support reporting and metrics.
Monitor and prioritize communications received through the cybersecurity phone line, central inbox, and Cherwell request system.
Additional Skills & QualificationsEducation & Experience
High school diploma or equivalent required.
Associate's or Bachelor's Degree in Office Administration, Business Administration/Management, or related field preferred.
6 years of administrative/clerical experience required.
4+ years supporting administrative functions using Microsoft Word, Excel, PowerPoint, and Outlook.
Intermediate to advanced SharePoint experience, including site support, editing, management, and maintenance.
Experience Level
Expert
Job Type & Location
This is a Contract position based out of Portland, OR.
Pay and Benefits
The pay range for this position is $33.00 - $38.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Portland,OR.
Application Deadline
This position is anticipated to close on Mar 16, 2026.
About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.
