Administrative Services Assistant 2

First Tek, Inc.

Vancouver, WA

JOB DETAILS
SKILLS
Acceptance Testing, Administrative Management, Administrative Skills, Adobe Flash, Application Programming Interface (API), Auditing, Billing, Budgeting, Business Administration, Business Solutions, Calendar Management, Car Rentals, Car Reservation, Card Processing, Cellular Telephone, Commissioning, Communication Skills, Computer Workstations, Conference Management, Conferences, Construction Inspection, Construction Management, Consulting, Contract Management, Contract Requirements, Copying Machines, Cost Control, Data Entry, Detail Oriented, Develop Methodologies, Document Management, Documentation, Driver's License, Ergonomics, Event Management, Facilities Management, Failure Analysis, Fax Machines, Federal Contracts, Federal Laws and Regulations, Field Trials, File Maintenance, First Aid, Government, Groundskeeping, Hand Tools, Hazard Analysis, Hazardous Materials/Substances, High School Diploma, High Voltage (HV), IRC (Internet Relay Chat), Interpret Regulations, Laboratory Testing, Logistics, Mail Processing, Material Moving, Meeting Minutes, Metrics, Microsoft Excel, Microsoft Office, Microsoft Office 2010, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Negotiation Skills, On Site Support, Onboarding, Organizational Development/Management, Performance Analysis, Performance Management, Performance Reviews, Photocopy, Plan Meetings, Policy Development, Presentation/Verbal Skills, Printers, Printing, Procedure Development, Process Hazard Analysis (PHA), Process Improvement, Product Reviews, Project Commissioning, Project Engineering, Project Evaluation, Project/Program Management, Purchasing/Procurement, Record Keeping, Records Management, Regulatory Compliance, Regulatory Submissions, Reimbursement, Reliability Engineering, Reporting Skills, Resource Management, Risk, Risk Management, Safety Systems, Safety Training, Safety/Work Safety, Seminars, Shipping/Receiving, Staff Training, Standards Development, Statement of Work (SOW), Surveillance, Systems Reliability, Talent Management, Team Lead/Manager, Team Player, Technical Support, Telecommunications, Telephone Skills, Testing, Time Management, Travel Planning, Travel Policy, United States Department of Energy (DOE), Vehicle Driving, Vendor/Supplier Selection, Willing to Travel, Work From Home, Writing Skills
LOCATION
Vancouver, WA
POSTED
1 day ago
F_0139_HIRING_SAFETY_TRAINING_MATRIX_TETS_ASA2.docx

*** | SUPPLEMENTAL LABOR MANAGEMENT OFFICE

ADDITIONAL PROCUREMENT INFORMATION (API)

Title & Level

Administrative Services Assistant 2

Work Group Location

Vancouver, WA

Specialty

Travel Coordination

Offsite Work Eligibility*

Routine Telework Eligible

Organization

TET

Number of Days Onsite

2 days per Month

Hours

Full-Time, up to 40 hours

Additional Information

Additional days onsite are required for first 2 weeks of training and at manager discretion for meetings, etc.



Overtime

5% anticipated





On-Call

No





Travel

Up to 5% Local travel for meeting/training





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 provides a wide range of professional and confidential administrative support as well as data entry and tracking to *** s (BPA s) Engineering & Technical Services TET organization in the Commissioning and Testing division. The chosen candidate will support all TET including TETC, TETD, TETS and other TE organizations as assigned.

Organization

Engineering & Technical Services is responsible for implementing the Transmission Capital Program, providing technical support for the Transmission Maintenance Program and providing real property services to the agency. This organization provides services supporting the capital program that include: project management, engineering, design, specifications, contract construction management, construction inspection and commissioning services. Projects include transmission lines, substations, control and protection systems, telecommunication facilities and nonelectric facilities. Services supporting transmission maintenance include developing maintenance standards, field and laboratory testing services, specialized technical training, equipment failure analysis, high level equipment and systems expertise, spare parts sourcing, and development of advanced maintenance techniques. Technical experts promote the development and integration of advanced technologies to improve system reliability and reduce costs. Successful candidates for this assignment will be detail-oriented, with exceptional and tactful communication skills (verbal and written), able to work independently and in a collaborative team environment. This assignment requires a self-directed individual with the ability to negotiate often shifting or ambiguous priorities under tight deadlines, while maintaining professional composure.

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 support to managers and/or management staff; serve as liaison/point of contact between staff and other work groups, facilitate communication and appropriate actions; and assist with the day-to-day operations, which may include:

Greet visitors; address questions and business involving established policy or routine matters, take messages, set appointments and/or refer visitors to other BPA personnel as appropriate;

Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward complex questions and matters to appropriate BPA personnel as needed, following up to verify a timely response.

Correspondence:

Process and screen incoming and outgoing correspondence to include proof reading and consist of the following:

Review documents and letters to verify proper formatting and accuracy.

Sort and distribute incoming mail to appropriate recipient(s).

Review incoming correspondence and forward matters requiring action to the appropriate staff.

Process outgoing mail and prepare materials for mailing, including providing self-addressed stamped envelopes, when appropriate.

Monitor correspondence requests for a timely response.

Perform faxing, scanning, photocopying, and work with the BPA print shop to request printing services.

Update and maintain electronic desk reference manual.

Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.

Distribute reporting, policy updates, procedural / process change information and other communications as requested to disseminate as appropriate.

Administrative Team:

Serve as back up to other Administrative Assistants as needed.

Attend mandatory Administrative Team Meetings and participate both professionally and collaboratively.

Work as a team member and assist to standardize, streamline and improve overall administrative processes for the organization and complete team work assignments.

Calendars and Schedules

Organize, coordinate, schedule and verify appointments, meetings, conferences, and training for BPA Managers and other staff as circumstances dictate, which may include:

Scheduling and arranging meetings, conferences and training, including associated logistics and any necessary equipment (securing rooms, phone bridges, projection equipment, etc.).

Informing participants of meeting arrangements and of any changes.

Assist with Compiling, organizing and verifying appropriate files, notes and other materials are in order and ready for use at meetings, appointments, etc.

Making arrangements for guest(s) / guest speakers, researching and gathering background information / materials and preparing security access forms as needed.

Assist with coordinating events such as off-site meetings, including all logistics, meeting materials and agendas.

Management and Organizational Support

Assist BPA manager in a variety of personnel and other actions for BFTE and CFTE which may include:

Assist with the preparations of personnel actions to be entered into HRMIS.

Assist employees and managers with completion of all required training by communicating what training is due, how to obtain training, submitting external training requests, and tracking training completion status.

Assist manager by keeping abreast of training deadlines and necessary personnel actions.

Set up and coordinate interviews and meetings for managers, including preparing proper access documents and escorting visitors.

Scheduling performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals.

Coordinating and tracking reporting requirements and activities related to federal staff including creation/submission of travel documents and telework agreements and required training.

Schedule and track to completion all performance appraisals, progress reviews, mid-point reviews and discussions, while performing associated follow-up to obtain requisite signatures and approvals. Validate documentation submission to Human Capital Management (HCM) is accurately completed within established timelines.

Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, which may include:

Assisting with preparing and submitting passport documentation as necessary.

Assisting management and staff in setting up profiles in the BPA travel system (currently Concur).

Preparing / drafting necessary foreign and domestic forms associated with travel.

Preparing and processing travel authorizations and vouchers for group managers and staff using Concur.

Validating that travel is complete and processing travel documentation in a timely manner and in accordance with federal and BPA travel procedures and policies.

Tracking, monitoring and notifying BPA manager and subject personnel of needed approvals, signatures or other actions to enable timely reimbursement processing and reporting.

Coordinate and assist managers and staff with Time & Attendance per established procedures, which may include:

Preparing and reviewing federal personnel time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Bonneville Business Enterprise System (BES), HRMIS and Fieldglass.

Serve as timekeeping power user (able to input time for others as requested).

Maintaining and reconciling employee leave calendar submissions with payroll.

Checking leave slips to verify accuracy using organizational leave calendars and other documentation. Verifying that time has been approved.

Verifying time and attendance procedures, policies and practices, including any special time recording requirements (admin leave, holidays, etc.) are communicated to management and staff in a timely manner.

Provide overall administrative support to staff members by acting as the liaison with Tier III Admin, HCM, IT, SLMO, Workflow Connection, Security, Safety, Motor Pool, Facilities / Space Management and administrative services groups which may include processing, coordinating, requesting and tracking:

Office moves and workstation adjustments using Workflow Connection.

Onboarding activities for new contract and/or federal personnel.

Computer, software upgrades IT equipment and other resource requests.

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.

Perform data entry, provide maintenance, tracking and reporting for a variety of organizational databases and management reports. This work may include providing reporting, data, metrics, etc. as requested by BPA Tier 2 administrative assistants or Contract Admin Team Lead as requested.

Perform data entry for Government Purchase Card transactions.

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.

May coordinate or assist with organizational and agency events such as: presentations, retirements, and project or employee recognition celebrations.

May provide basic information/support to the BPA manager by viewing/providing information utilizing the DOE Performance Management System.

*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.

4+ 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 (Microsoft Office 2010/16 proficiency required).

Preferred Skills & Experience (optional on matrix)

Working knowledge of SharePoint or similar system.

Additional Requirements (not required on matrix)



Valid U.S. Driver s License is required.



Access to the DOE Performance Management System is required. This assignment may be designated by the BPA manager as a proxy to access this system in order to assist the manager in completing documentation for BPA employee performance reviews. Use of this application may require the worker to provide a limited amount of Personally Identifiable Information (PII) to establish an account.

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



DOE Performance Management System

Input and tracking of organizational performance plans

BPA





Government Correspondence Training



BPA



Supply Ordering



BPA



Micro Purchase Program (MPP) (aka P-Card)



BPA



SharePoint



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.



Page 5 of 5 F_0131_API_TEMPLATE_ASA2_TE_030626

F_0131_API_TEMPLATE_ASA2_TE_030626
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)

MacLellan, Ryan J

Date

4/9/26

CFTE Job Title

Administrative Services Assistant 2

Org

TETS

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.

Choose an item.









Exposed to an earthquake while in the building

BPA manager will advise of evacuation protocol and designated gathering location.

Choose an item.









Operating office tools (paper cutter, paper punch, staplers, etc.)



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



Performing tasks that may result in repetitive motion injuries, prolonged sitting and computer use

Optional: SUFS Move Safe (HRMIS 016633)

Choose an item.









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.

Choose an item.









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

Choose an item.











Optional: Slips, Trips & Falls Training (HRMIS 015076)

Choose an item.









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

Choose an item.











Defensive/Distracted Driving (HRMIS 017057)

Choose an item.









Worker operates forklifts

Forklift Certification

Choose an item.









Worker operates a fire extinguisher

Fire Extinguisher Use

Choose an item.









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

Choose an item.









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





Click or tap here to enter text.

Click or tap here to enter text.

Choose an item.









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Choose an item.









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Click or tap here to enter text.

Choose an item.









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Click or tap here to enter text.

Choose an item.









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Click or tap here to enter text.

Choose an item.









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Click or tap here to enter text.

Choose an item.









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Choose an item.









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Choose an item.









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Choose an item.







General Comments

BPA Requesting Manager Comments/Additional Considerations:

The bulk of this job will be processing travel vouchers. This is sedentary work in front of a computer.



F_0139_HIRING_SAFETY_TRAINING_MATRIX_121624

About the Company

F

First Tek, Inc.