F_0139_HIRING_SAFETY_TRAINING_MATRIX.docx
*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE
ADDITIONAL PROCUREMENT INFORMATION (API)
Title & Level
Administrative Services Assistant 2
Work Group Location
Pasco, WA
Specialty
Field Clerk
Offsite Work Eligibility*
Situational Telework
Organization
TFP
Number of Days Onsite
5 days per Week
Hours
Full-Time, up to 40 hours
Additional Information
Overtime
0% anticipated
On-Call
No
Travel
Up to 25% for meetings
FN Status
NOT open to Foreign Nationals
* Current telework, remote work and onsite support is based on BPA s business needs and is subject to change or termination at any time.
** Assignments with the Remote Designation must reside in WA, OR, ID or MT. Case-by-case exceptions may apply only when in the best interest of BPA.
OVERVIEW
Assignment
This full-time contract Administrative Services Assistant 2 assignment (organizationally known as a Field Clerk ) is located in Pasco, WA, and will provide administrative and confidential assistance to the Tri-Cities District Operations & Maintenance (O&M) Manager in Transmission Field (TF) (1 district with approximately 25 people). This assignment will also provide back-up and assistance to other Field Clerks and serve as liaison between the organizations, work units, and management support staff, keeping updated on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the District Managers, frequent interaction with other managers, and outside contacts.
Organization
The TF organization is a collection of various skilled crafts, such as electricians and linemen, which are responsible for both the planned and emergency operations and maintenance of BPA s transmission grid. This assignment works collaboratively and in partnership with the various District Managers and other Field Clerks and external support staff to ensure that Field Services mission and strategies are successfully completed. We value creativity, teamwork, and a can-do attitude!
ASSIGNMENT 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.
Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate.
Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action (Use Word, Excel, PowerPoint and Adobe Acrobat).
Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.
Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert BPA manager / personnel of any concerns or response delays.
Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.
Process and screen incoming and outgoing correspondence to include proof reading, to consist of the following:
Review incoming correspondence and forward matters requiring action to appropriate staff. Verify proper coordination and timely completion of assignments.
Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.
Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.
Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.
Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services.
Serve as back-up to other Tier III level Administrative Assistants/Field Clerks as needed.
Come up to speed quickly on manager and organizational priorities in order to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met. Validate on-time documentation submission to Human Resources (HR) and verify all processes are tracked to completion within established timelines. Review and update project trackers (performance, training, etc.) for the BPA manager, alerting appropriate parties of any noted issues / concerns.
Administrative Team:
Attend mandatory Administrative Team Meetings.
Participate as a team member in team meetings both professionally and collaboratively.
Work as a team member to:
Standardize, streamline and improve overall administrative processes throughout the organization.
Help resolve organizational administrative issues and work on solutions as a group.
Complete teamwork assignments
Proactively coordinate managers daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing Tier III and IV managers appointments, meetings, conferences and calendar:
Coordinate appointments, including commitments of time. Advise manager and staff of appointments and other commitments that might have a bearing on future decisions.
Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and internal/external training classes for BPA managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.), drafting agendas and other meeting materials, coordinating speaking points, planning for guest(s)/guest speakers and researching and drafting background information for review, consideration and finalization by appropriate BPA manager / personnel.
Accept meeting invitations, assist with outside visitor requests and schedule interviews.
Assist, compile, organize and verify appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.
Arrange for representation by others if BPA manager s time and priorities make necessary.
As requested, attend and take meeting minutes / notes, transcribe / draft and distribute as appropriate.
Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE, including:
Prepare recognition certificates for the organization.
Assist manager with preparing draft retirement letters.
Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, Telework Agreements and Position Hazard Assessment (PHA) for federal (BFTE).
Track Overtime/Comp Time authorizations for BFTE personnel.
Verify completion of all required training for employees and managers by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.
Implements Personnel Security, Information Security, and the BPA Employee Badging office requirements to support and serve as a designated field registrar for Public Trust Investigations and Personal Risk Assessments to badge and fingerprint all eligible employees using the USAccess system.
Update and post Occupant Emergency Plan (OEP) semiannually and verify District Manager and staff are familiar with established emergency response procedures associated with current OEP during drills and emergency situations.
Designated as a Talent Partner for the Workday performance management system. Coordinate and assist managers with development of annual managers and employees performance appraisal plans by assisting in implementing, completing, and tracking documentation management. Schedule and track to completion all managers and employees progress reviews, performing associated follow-up to obtain required signatures and approvals.
Apply strong familiarity with manager s performance contract to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability and to assist in ensuring established targets are met. Validate on-time documentation submission to HR and verify all processes are tracked to completion within established timelines.
Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for BPA Manager, Lead and staff as needed, which may include:
Assist in preparing and submitting passport documentation as necessary.
Assist management and staff in setting up profiles in the BPA travel system (currently Concur).
Prepare / draft necessary foreign and domestic forms associated with travel.
Prepare and process travel authorizations and vouchers for group managers and staff using Concur.
Validate that travel is complete and process travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.
Track, monitor and notify BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.
Coordinate with managers and staff to coordinate Time & Attendance according to the established procedures, which may include:
Prepare and review federal personnel time and attendance reporting to verify accuracy and adherence to BPA s established guidelines, policies, and negotiated bargaining agreements (such as Columbia Power Trade Council (CPTC) for hourly workers) for certification by manager(s) and supervisor(s) using the Bonneville Business Enterprise System (BES), HRMIS and Fieldglass.
May serve as a timekeeping power user (able to input time for others as requested).
Maintain and reconcile employee leave calendar submissions with payroll.
Check leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved.
Assist with scheduling interviews and preparing interview packets for assigned manager(s).
Provide overall administrative support to staff members by acting as the liaison with HR, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups to process, coordinate, request and track:
Computer, copier, and printer maintenance.
Requests for needed office supplies and distribute to appropriate staff per established BPA procedures.
Coordination of badge return to SLMO.
Coordination of cell phone requirements and inventory for staff, including ordering, receiving, service setup, delivery, collection.
Coordinate and track employee s medical surveillance appointments using the Occupational Safety and Health Information System (OSHIS).
Referencing Procurement and Payments Policy:
Coordinate with the manager and/or supervisor to verify Purchase Card (P-Card) statements are accounted for in a timely manner.
Perform corrective reviews of P-Card information provided by cardholders prior to entry of data in Asset Suite:
Correct work order/project order being used.
Correct Task, ABM and DCE being used.
Receipt and required information are included with the transactions before submission to the Approving Official (AO).
No improper charges on receipts, statements, invoices.
Submit information into Asset Suite for P-Card holders in their District.
Upload/email P-Card statement and invoices to the AO within prescribed timelines.
Maintain the organizational SharePoint site including updating changes and adding new content.
Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Assists with content and permissions.
Manage all records in accordance with the Information Governance & Lifecycle Management (IGLM) policy and procedure and compliance requirements:
File and disperse documents/letters to appropriate personnel.
Validate that official records are accurately maintained for auditing purposes.
With oversight and approval of the BPA manager / federal personnel, provide an annual review and inventory of official files and maintain the organizational file outline.
Review and process Transmittals for Administrator/CEO Approval (TACs) for assigned organizations and ascertain conformance to administrative policies, procedures and regulations. Verify proper coordination and timely compliance with assigned action. Advise and provide guidance to confirm conformance with general policies and correspondence procedures.
May coordinate or assist with manager with organizational and BPA events such as presentations, employee engagement, retirements or project or employee recognition celebrations.*
*Participation/attendance in voluntary events is NOT billable to BPA. Time spent planning and organizing these events is considered part of the duties of the assignment and may be performed on billable time.
REQUIREMENTS
Education & Corresponding Experience (required on matrix)
High school diploma or equivalent is required.
Associate s or Bachelor s Degree in Office Administration/Management, Business Administration/Management, or a related field is preferred.
6 years of demonstrated administrative/clerical experience is required.
Required Technical Skills & Experience (required on matrix)
4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook.
Intermediate to advanced skills/experience with SharePoint or a similar system sufficient to:
Support, manage, edit and maintain site.
Additional Requirements (not required on matrix)
Valid U.S. Driver s License is required.
First Aid/AED/CPR Certification required within 30 days of assignment start. Worker/Employer is responsible for maintaining current certification.
Access to the Workday Performance system is required. This assignment may be designated by the BPA manager as a proxy Talent Partner to access this system in order to assist the manager in completing documentation for BPA employee performance reviews. Granting contract personnel access to this system will require encrypted transmission of a limited amount of Personally Identifiable Information (PII), specifically Social Security Number and Date Of Birth, to DOE system administrators. The selected candidate s acceptance of this contract assignment will also comprise permission for BPA to encrypt and transmit the limited PII data to DOE HQ in Washington DC, in order to create the system logon ID for the selected individual.
Hazards & Risks
Assignment requires the ability to lift and carry 10 pounds.
Assignment requires a minimum level of physical ability sufficient to lift, carry, move and stack equipment weighing up to 10 pounds. Bending stooping, lifting, kneeling, reaching and walking for short distances (up to 500 yards) may be required.
Appendices
The following appendices apply to this assignment and may be downloaded from the Fieldglass Reference Library:
Offsite Work
Training Expectations (Worker is expected to keep current on the latest technologies and skills required for the assignment.)
Training Type
Details
Provided by
BES/HRMIS
BPA Time & Attendance
BPA
Concur
BPA Travel Scheduling
BPA
Micro-Purchase Program Training
P-Card Training
BPA
Workday Performance
Input and tracking of organizational performance plans
BPA
Government Correspondence Training
BPA
Sunflower Admin
BPA
Supply Ordering
BPA
Medical Surveillance
Assist BFTE employees with medical surveillance scheduling
BPA
Attendance at all conferences, workshops, training, etc. must be pre-approved by SLMO. Requests will be reviewed on a case-by-case basis. Approval is subject to the most current guidance provided to SLMO by BPA or DOE and is subject to change at any time. SLMO reserves the right to negotiate attendance on billable/non-billable hours and reimbursement of travel costs with the supplier. Reimbursable travel costs must adhere to the Federal Travel Regulations and be submitted via an expense sheet in Fieldglass.
CLOSELY ASSOCIATED RESPONSIBILITIES & REQUIRED ASSOCIATED MITIGATION MEASURES
The following is a list of potential inherently governmental risk areas and the measures that SLMO-Compliance has determined must be in place, via processes and procedures, to mitigate the associated risks. The BPA manager s acceptance of the API or CWSD serves as their attestation that all applicable mitigation measures listed below are or will be established and adhered to in their organization.
Area of potential Closely Associated / Inherently Government function
Mitigation Measures
Access to Confidential / Sensitive Information
CFTE must sign NDA (Non-Disclosure Agreements) at beginning of assignments. (Does not apply to Craft assignments)
CFTE must complete annual Information Security and Privacy Awareness training.
CFTE must complete and pass background investigations of an appropriate level.
Acquisition Planning / Source Selection
CFTE are not permitted to serve as voting members for acquisition selections.
All purchasing decisions must be made by appropriate federal personnel (Contracting Officers).
All acquisition documents (requirements,
SOW s, evaluation criteria, etc.) must be reviewed, finalized and approved by appropriate BPA federal personnel.
Only Contracting Officers are authorized to obligate BPA funds.
Agency / Org Planning
All drafts, documents, materials and recommendations must be reviewed, finalized and approved by appropriate BPA federal personnel.
Budget / Finance Prep
Only Federal Employees may determine budget priorities & allocations.
BFTE must control and finalize / approve all budgets and related documentation, including that for projects, programs and Organizations.
Contract Management
All Contractual documents, including invoices must be finalized / approved by appropriate Federal personnel.
All contract-related decisions (modifications, changes, performance) must be determined by appropriate federal personnel (COs).
Decision Making
CFTE may provide input and recommendations to decision-makers.
Only appropriate federal personnel may make decisions which obligate BPA resources or to a specific course of action.
Direction & Control
(directing BFTE)
CFTE are not permitted to direct the actions of federal employees (BFTE) or have any control or input into their performance.
Work of BFTE must be assigned by federal manager, supervisor, Program / Resource manager or another appropriate designee.
Disposing Govt. Property
All decisions regarding the disposal of BPA property must be made by appropriate federal personnel; and all property dispositions must be directed and controlled by the Investment Recovery Center (IRC).
Dissemination of Agency/Policy Information / Training
All training and any information that is to be disseminated must be either 1) per established policy, process, procedure, or practice; or, 2) reviewed, finalized and approved by appropriate BPA federal personnel.
Inspection / IT Testing
Processes and procedures must ensure Federal personnel review inspection findings and CFTE recommendations before acceptance or rejection of material(s) / item(s).
HR Support
CFTE may assist with HR functions per established procedures, processes and guidelines (e.g., timekeeping).
All work products must be reviewed and finalized by appropriate federal employees.
Policy Development
BPA s process for Policy development includes multiple levels of federal review prior to acceptance / adoption.
Interpretation of Policy/Regulations
Only BPA federal employees may determine the applicability and interpretation of regulations.
CFTE are not permitted to interpret regulations for or on behalf of BPA. Regulations are interpreted by federal personnel and communicated via standards, guides, policies and processes.
Representing BPA
Contract workers are required to identify themselves and their employer in signature blocks, in introductions and have a nameplate outside their cubicle.
CFTE must receive written VP approval to represent BPA at outside events, such as workshops, seminars or conferences.
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F_0142_API_TEMPLATE_ASA2_TF_072326
CFTE NON-CRAFT HIRING SAFETY TRAINING MATRIX
CONTRACT FULL TIME EQUIVALENT (CFTE)
NON-CRAFT HIRING SAFETY TRAINING MATRIX
Purpose:
The Contract Full Time Equivalent (CFTE) Hiring Safety Training Matrix is a hazard assessment for CFTE personnel routine tasks. It is intended to set a common understanding on training requirements between the CFTE personnel and the *** (BPA) managers/supervisors. BPA Requesting Managers should complete this form and coordinate with BPA Supplemental Labor Office during the procurement process to ensure the CFTE position includes a list of required trainings associated with identified tasks, conditions, and exposures. Each task, condition, and exposure indicate which training courses are required, who shall provide those trainings, and when those trainings shall occur.
This form is intended only as a reference document for contractors.
BPA Requesting Manager
(Last, First MI)
Sadie Shattuck
Date
03/16/2026
CFTE Job Title
ASA 2 Field Clerk
Org
TFP
PPE provided by Supplier or Contractor?
Yes No
If yes, list required PPE: Click or tap here to enter text.
Identify which Supplier or Contractor medical surveillance programs are required, if any*
Respirator User
Asbestos
Lead
Silica
Hearing Conservation
Other: Click or tap here to enter text.
No Medical Surveillance
*BPA Requesting Managers may use equivalent Job Title Position Hazard Assessments or project Job Hazard Analyses as indicators for which medical surveillance programs may be required. Direct any questions regarding medical surveillance program requirements to the BPA Industrial Hygienist, ***, or ***.
Instructions for BPA Requesting Manager: This template has been pre-populated with tasks and hazards generally associated with CFTE non-craft positions. BPA Requesting Managers must review this document during the CFTE procurement process. The BPA Requesting Manager will:
Select the checkbox next to each task/condition/exposure that may be encountered during the normal course of the assignment.
Identify if the mitigation for applicable tasks/conditions/exposures will be provided by BPA or the Contractor (supplier).
Indicate when the mitigation must occur (pre-hire, post-hire, pre-task).
Pre-Hire Training should be completed prior to the CFTE starting their assignment.
Post-Hire training should be completed prior to exposure to a hazardous environment and/or conducting work at a BPA worksite.
Pre-Task Training should be completed prior to conducting the associated task.
Once complete, the BPA Requesting Manager will send the completed document to the Supplemental Labor Management Office.
The listed tasks, conditions, and exposures are not all inclusive. New processes, unusual tasks, or equipment may trigger the need for specialized training. Consult with your local Safety Manager or BPA Safety Training Manager for guidance.
BPA provided safety training will be the same training provided to Federal Workers.
For the General Comments section, BPA Requesting Managers can list anything that was not already covered and provide clarification to the BPA COR to better understand the CFTE position. It may include tasks, conditions, and/or exposures that are unique to a particular position, work site, or person.
For more information on the PHA process/requirement, reference the Safety and Occupational Health Manual, Safety Management Systems Chapter.
Direct any questions regarding training requirements or issues related to this form to the BPA Safety Training Manager, ***, or ***.
Office & Remote Work/Telework Hazards
Task / Condition / Exposure
Required Training
Contractor (C) or BPA (B) Provided
Pre-Hire Training
Post-Hire Training
Pre-Task Training
Exposed to a fire in the building
BPA manager will advise of evacuation protocol and designated gathering location. Annual fire drills will be conducted.
B
Exposed to an earthquake while in the building
BPA manager will advise of evacuation protocol and designated gathering location.
B
Operating office tools (paper cutter, paper punch, staplers, etc.)
None Identified
C
Task / Condition / Exposure
Required Training
Contractor (C) or BPA (B) Provided
Pre-Hire Training
Post-Hire Training
Pre-Task Training
Performing tasks that may result in repetitive motion injuries, prolonged sitting and computer use
Optional: SUFS Move Safe (HRMIS 016633)
C
Ergonomics
Recognize the hazards and know when it is appropriate to stretch and take breaks; ensure a proper desk, chair, and equipment adjusted at the appropriate level; ensure proper lighting. Any ergonomic assessment to be provided by the supplier.
C
Performing tasks that may result in slips, trips or falls such as carrying boxes and walking on stairs or slick surfaces
Review SOHM Chapter 9
B
Optional: Slips, Trips & Falls Training (HRMIS 015076)
C
Adding electronic devices that were not previously part of the home (monitors, chargers, computing equipment, etc.)
None Identified. On-the-job familiarization (if using BPA-issued equipment).
Choose an item.
Travel / Field Operation Hazards
Task / Condition / Exposure
Required Training
Contractor (C) or BPA (B) Provided
Pre-Hire Training
Post-Hire Training
Pre-Task Training
Driving vehicles on public and/or non-public roads
Review SOHM Chapter 19
B
Defensive/Distracted Driving (HRMIS 017057)
C
Worker operates forklifts
Forklift Certification
Choose an item.
Worker operates a fire extinguisher
Fire Extinguisher Use
C
Worker operates hand tools
None Identified
Choose an item.
Worker uses personal protective equipment
Personal Protective Equipment
Choose an item.
Worker may be exposed to shock and arc-flash hazard
Shock & Arc Flash Awareness
Choose an item.
Shock & Arc Flash Basic
Choose an item.
Shock & Arc Flash Advanced / Refresher
Choose an item.
Worker may contact but will not disturb Asbestos Containing Material (ACM) or Potentially Asbestos Containing Material (PACM) 2
Asbestos Awareness
Choose an item.
Worker required to work in remote areas where bear encounters may take place
Bear Pepper Spray Training
Choose an item.
Worker exposed to rodent and bird droppings1
Biological/Vermin/Hanta Virus
Choose an item.
Worker exposed to hot and/or cold environments
None Identified
Choose an item.
Task / Condition / Exposure
Required Training
Contractor (C) or BPA (B) Provided
Pre-Hire Training
Post-Hire Training
Pre-Task Training
Worker exposed to chemicals, such as herbicides or pesticides;
Herbicide Cert. Ref. 4-hr
Choose an item.
Herb Certification 8-hr
Choose an item.
Hazardous Communication
Choose an item.
Worker exposed to lead2
Lead Awareness
Choose an item.
Lead Worker Training
Choose an item.
Worker exposed to mercury
None Identified
Choose an item.
Worker exposed to noise2
Hearing Conservation (Initial)
Hearing Conservation (Annual)
Choose an item.
Worker exposed to silica2
Silica - Awareness
Choose an item.
Worker works at heights higher than 4
Fall Protection, Awareness
Choose an item.
Fall Protection, General
Choose an item.
Fall Protection, Advanced
Choose an item.
Ladder Safety
Choose an item.
Fall Protection, Advanced (TLM)
Choose an item.
Worker is required to take first aid and may be called on to render first aid for: workers on high voltage lines and/or equipment; worker works in remote areas
First Aid/CPR/AED
(Red Cross or AHA Accredited)
Required only if specified in the API
C
Worker performs work alone in remote areas
Wilderness Adv. First Aid
Choose an item.
Worker may prepare, transport or receive hazardous materials
DOT 1: Introduction, Classification, and the Hazardous Materials Table
DOT 2: Packaging, Labeling, Marking, and Placarding
DOT 3: Shipping Papers
DOT 4: Loading and Storage
DOT: Security for Shipment of Hazardous Materials
Hazardous Materials: Shipping Lithium Batteries under DOT Exemptions
DOT Hazardous Material Awareness for the General Hazmat Employee
Choose an item.
1 BPA workplace manager to review Hantavirus Prevention Procedure 420-240-1 before performing task.
2 These exposures may require enrollment in a Medical Surveillance Program. Ensure page 1 is marked accordingly.
Other Specific Hazards
Task / Condition / Exposure
Required Training
Contractor (C) or BPA (B) Provided
Pre-Hire Training
Post-Hire Training
Pre-Task Training
SAMPLE: Worker may make infrequent visits to field locations or substations
Worker complete the PPE assessment in the SOHM to determine need for PPE such as hard hat, safety glasses, hearing protection, safety vests, Arc Flash clothing or steel-toed boots.
B
X
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Choose an item.
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Choose an item.
General Comments
BPA Requesting Manager Comments/Additional Considerations:
Click or tap here to enter text.
F_0139_HIRING_SAFETY_TRAINING_MATRIX_121624