Administrative Specialist

PRIMARY DUTIES & RESPONSIBILITIES:

Customer Support & Communication – 10%

• Handle routine/non-routine external and internal customer calls and inquiries.
• Serve as first-level support for communication and problem resolution.
• Compose and type routine letters and memoranda; respond to correspondence not requiring manager’s attention.
• Interact with clients and vendors.
• Support Power Pros sales and communications.

Training Coordination – 15%

• Coordinate training activities and workflow with support staff to ensure smooth implementation and maintenance of training materials and ST&E websites.
• Schedule classes for Apprentice programs, Smith System Drivers, Annual Compliance, and Substation Safety Awareness.
• Reserve classrooms/conference rooms for ACT, Smith System, and Environmental Audits.
• Submit Telecom, Facilities, and IT service requests for classroom needs.
• Support updating/loading of training modules to Apple hardware (iPads).
• Maintain Environmental oil spill website and the ST&E web page.

Training Records Maintenance – 10%

• Maintain training data/records.
• Update ST&E MS Access database, SAP Employee Training records, and the Switching & Tagging list.
• Process and obtain authorizations for certificates of achievement.
• Run routine training reports.

Document & Forms Processing – 15%

• Prepare and process routine forms and documents following procedures, company standards, and regulatory requirements.
• Verify documents for accuracy, completeness, and compliance.
• Examples include: training rosters, purchase requisitions/orders, new hire clothing/tools/material orders, and Veteran’s benefit forms.

Records Retention – 10%

• Set up and maintain organized and confidential files.
• Ensure compliance with Records Retention Rules.

Reporting & Data Analysis – 10%

• Create and maintain basic charts, graphs, spreadsheets, and reports.
• Prepare summary information for management review.
• Collect and verify data for recurring internal reports.

Manager Support & Budget Coordination – 20%

• Organize and maintain manager’s correspondence and records; follow up on pending matters.
• Assist with coordination and data collection for smaller, less complex budgets.
• Process expense accounts and petty cash.
• Calculate and submit expense reports for the manager.

General Office Support – 10%

• Monitor and order office supplies as needed.
• Deliver and pick up mail.
• Print and post labor relations bids, corporate posters, etc.
• Create Substation Safety Awareness cards, decals, and paperwork (DOT, Smith System, Site-Specific).

Additional Duties

• Perform other duties as assigned.

SUPERVISION

• No direct supervisory responsibilities.

RELATIONSHIPS

• Internal: Regular interaction with line employees and leadership within Energy Delivery.
• External: Interaction with state/local agencies regarding ED certifications and with customers for Power Pro’s training programs.

QUALIFICATIONS

Education

• Required: High school diploma or equivalent.

Experience

• Required: Minimum two years of administrative experience, preferably in a utility environment.

Knowledge/Skills/Abilities

• Required:
• Ability to reference documentation or manuals to resolve issues.
• Basic understanding of processes; able to handle a variety of non-routine topics independently.
• Strong oral and written communication skills.
• Proficiency in spreadsheets, data manipulation, graphics, mainframe downloads, report generation, data entry, and word processing.
• Preferred:
• Proficiency in Apple software, iTunes, iBooks, and Apple configuration tools.

JOB-RELATED DIMENSIONS (Core Dimensions)

• Business & Job Knowledge*
• Judgment*
• Ownership & Excellence*
• Produce Results*
• Teamwork*
• Work Safely*
• Planning & Organizing
• Ability to Learn
• Communication & Presentation Skills

WORKING CONDITIONS

• Office environment
• Occasional overtime required during Apprentice evaluations

PHYSICAL DEMANDS/REQUIREMENTS

• Sitting
• Lifting less than 15 lbs.