Admin Specialist 1
Admin Specialist 1
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Job Description
PRIMARY DUTIES & RESPONSIBILITIES:
1. Handle departments routine/non-routine external and internal customer calls and inquires. First level of support for communication and problem resolution. Compose and type routine letters and memoranda or answer routine correspondence not requiring Managers attention. Interact with clients and vendors. Support Power Pros sales communications etc. 10%
2. Coordinate Training activities and workflow with other support staff to ensure smooth implementation/completion and support maintenance of training materials/ ST&E websites. Schedule classes for Apprentice Smith System Drivers Annual Compliance and Substation Safety Awareness training programs. Reserve classrooms/conference rooms for ACT Smith System and Environmental Audits. Place Telecom Facilities and IT service requests for classroom training needs. Support updating/loading of training modules to Apple hardware (iPads). Update Environmental oil spill website as well as the ST&E web page 15%
3. Maintain training data/records. Update ST&E MS Access database Employee Training records in SAP and the Switching & Tagging list to reflect current trained personnel access. Process and obtain proper authorizations for certificates of achievement. Run routine training reports. 10%
4. Prepare and process routine forms and documents following procedures company standards and regulatory compliance. Check documents for accuracy completeness and compliance cross referencing information as needed. Forms and documents include but not limited to: training rosters purchase requisitions/orders and new hire clothing tools and materials orders Veterans benefit forms etc. 15%
5. Records Retention. Set up and maintain files of documents and records ensuring accurate and logical organization of files control confidentiality of files as necessary. Maintain records according to Records Retention Rules. 10%
6. Create and maintain basic charts graphs spreadsheets and reports. Prepare summary information for managers review. Prepare and update recurring and routine internal reports collect and verify data. 10%
7. Organize and maintain Managers correspondence and records following up on pending matters as needed. Assist in overall coordination and data collection on smaller less complex budget. Process Expense Accounts petty cash. May calculate and submit expense reports for Manager. 20%
8. Perform general routine office duties such as: monitor inventory levels of office supplies and initiate purchase orders as necessary; pick up and deliver mail to STC General Office; print and post labor relations bids corporate posters etc.; create Substation Safety Awareness cards decals and DOT Smith System Site Specific cards/paperwork. 10%
9. Perform additional duties as assigned.
RELATIONSHIPS
Key Internal: Directly interacts with both line employees and leadership teams within Energy Delivery.
Key External: Interacts with state and local agencies on a wide range of matters especially as they relate to ED certifications. Interact with customers as it relates to the Power Pros training programs.
QUALIFICATIONS
Education
Required: High school diploma or equivalent is required.
Experience
Required: Minimum two years of administrative experience required preferably in a utility environment.
Knowledge/Skills/Abilities
Required: Must be able to refer to documentation or manuals/guidelines to resolve issues and have a basic foundation of process to provide some general assistance. Must be able to resolve a variety of issues/topics of fairly non-routine nature with some independence. Good oral and written communications skills required.
Must have good computer skills in spreadsheet design and data manipulation graphic material presentation mainframe downloads report generation some data entry and word processing.
Preferred: Proficient in Apple software. Knowledgeable in iTunes iBook and Apple configuration applications. (Moved from Required Education)
JOB RELATED DIMENSIONS *Core Dimension
Business & Job Knowledge*
Judgment*
Ownership & Excellence*
Produce Results*
Teamwork*
Work Safely*
Planning & Organizing
Ability to Learn
Communication & Presentation Skills
WORKING CONDITIONS
Employment Type
Full Time
