Description
This individual will provide a full range of administrative support to the Director of Utility Operations, and two Senior Managers Substation and Meter Operations to enhance efficiency and support achievement of business goals.
- They will serve a key role in facilitating alignment and coordination between business units, especially during storm response and as the organization evolves to meet key business goals and customer needs.
- Possessing a high degree of professionalism, they'll maintain confidentiality in handling sensitive information.
- This is a busy office, so we'll be searching for an individual who possesses the ability to cope with interruptions, staying flexible during times of change, while still retaining focus on higher priority tasks and projects.
- They will need to be a creative and proactive problem solver suggesting ways to streamline processes and projects while keeping an awareness of organizational impacts.
- As a strategic thinker and driver to success, you'll work effectively against deadlines and ensure that the director and senior managers are adequately supported.
Administrative Assistant - Key Job Information
Requires knowledge and skills gained through formal training or considerable work experience. Works within established procedures with a moderate degree of supervision.
Key Responsibilities
- General Office Support/Administration Provides administrative support to a manager and her/his team(s) or a facility; receives visitors, callers and incoming mail and refers to appropriate staff member or PGE department or personally handles as directed; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.
- Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects as directed.
- Relays information and assignments from manager to team; tracks and follows up to ensure completion.
- Schedules meetings and appointments and travel arrangements (flights, hotels, transportation) for manager and staff.
- Assists manager and staff with travel arrangements; prepares itineraries; makes reservations for flights, hotels and transportation as directed.
- Provides support for organizing and executing meetings and special events; reserves meeting space, assists in setting up venue, arranges catering and assembles materials as directed.
- Works closely with executive assistants, providing back up to others, is a strong resource to others, and is highly visible to executives.
- Drives for success in process improvement, developing and advocating for scalable solutions, develops and exhibits strong business acumen.
- Follows administrative procedures in completing assignments; may explain standards, procedures and practices to team members as needed; within specific parameters, handles administrative tasks or issues that arise not requiring the attention of the manager or other staff.
- Assists in training less experienced colleagues on administrative requirements, standards, and expectations; serves as a resource for day-to-day questions and problem solving in administrative arena.
- Serves as a resource for routine day-to-day questions and problem solving in administrative arena.
- Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides, and manuals.
- Initiates the request for facility moves and repairs, greeting and providing vendor access to complete the move or repair. Tracks the move or repair form completion, helping vendors and personnel resolve related issues.
- Accounting/Budget Support Assists staff with timekeeping questions; executes payroll adjustments; collects, consolidates, and provides data for input to budgeting process; tracks and reports on expenditures; monitors accounting reports and coordinates with Finance Department staff to resolve discrepancies.
- Personnel Administration Support Assists staff with routine HR questions; initiates personnel action requests and requisitions on behalf of manager; maintains records and tracks employee-related data; coordinates new employee onboarding activities, e.g., obtaining computer and security access.
- Purchasing/Contracting Support Purchases a variety of supplies, services and equipment using purchasing cards and informal acquisition procedures; reconciles purchasing card statements; initiates purchase requisitions; tracks status of all purchase requisitions and purchase orders; administers service contract(s) for department or facility.
- Inventory/Supply Management Support Maintains supplies of items such as office supplies and other consumables.
- IT/Database Management Support Enters data into various systems; performs routine database maintenance activities; extracts data to prepare reports; assists staff with procedures and steps for using systems.
- Safety Program Support Supports safety program; arranges safety meetings; tracks and schedules training and medical appointments; assists with various safety initiatives; performs clerical duties on the safety committee. Supports the Personal Protective Equipment Program by tracking and verifying employees' balances.
Education/Experience/Certifications
- High school diploma or GED.
- Preferred: two years or more in progressive administrative support and secretarial positions or a related field.
Knowledge, Skills, Abilities
Functional Competencies
- Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
- Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization.
- Intermediate skills in applying procedures and practices within the framework of established guidelines.
- Intermediate knowledge of the organization, functions, key personnel, and sources of information of the department/facility served.
- Working knowledge of the company's budgeting procedures
- Intermediate knowledge of purchasing methods for materials and equipment.
- Intermediate knowledge of time and attendance reporting policies, procedures, and requirements.
- Basic knowledge of state and federal employment and wage and hour laws.
- Basic knowledge of PGE's policies, procedures, benefit plans and collective bargaining agreement.
- Basic knowledge of PGE's policies and procedures for recruiting and hiring.
- Working knowledge of PGE's sourcing/contracting policies and procedures.
- Intermediate computer skills using administrative software applications: Microsoft Office (Word, Excel, PowerPoint, SharePoint), eRecords, Maximo, Peoplesoft, Powerplant, myTime and other corporate software systems for entering and processing data.
- Working skills using office equipment, including copiers, printers, and phones.
- Working database management skills.
Contact
Portland General Electric Company
121 SW Salmon St
Portland
Oregon United States
www.portlandgeneral.com
From the same organization
31 Jul, 2024
