What are the responsibilities and job description for the Administrative Assistant position at magnit-xcelenergy?
- Time and Expense Reporting: Understand procedures and rules associated with time and expense reporting for union/nonunion employees. Conduct periodic reviews of time reports and expenses to ensure report integrity and accuracy. Maintain proficiency in required timekeeping systems. Process department human resource functions with related employee change requests.
- Office Management and Customer Service Support: Coordinate and initiate individual and group meetings as well as travel arrangements for operations department. Arrange schedules for management staff. Order office supplies and maintain equipment as needed. Serve as primary on-site contact for contractors and vendors where appropriate.
- Data Entry and Maintenance: Perform data entry and copying of drawings and forms. Assist as needed with record and document management functions including filing, record retention, and archiving and storing documentation associated with work orders once closed. Support KPI tracking and reporting. Support approval and review of purchase requisitions, work order permits and contract documents.
- Compliance Support: Assist with audits as well as Finance, Engineering and Field Operations activities related to compliance with internal business rules as well as state and regulatory requirements. Produce required compliance reports. Assist in the tracking of safety training completion.
- Order and manage safety equipment and supplies. Organize block training events, safety celebrations and meetings.
- Emergency Assistance: Provide assistance during emergency operations.
- Assist with preparation and tracking of departmental budgets. Maintain & prepare payment processing for outside contractors and vendors.
- Maintains and updates corporate documents (i.e. policies and procedures, organisational charts, and announcements for designated department) and departmental files. Adheres to confidentially requirements around certain organisational information and initiatives.
Minimum Requirements
- High School diploma or GED and 3 years field related experience OR an Associate or Bachelor's Degree with 1 year of relevant experience in construction, office management, administrative support, project management/coordination, or customer service.
- Utility experience preferred.
- Requires a broad knowledge of department operations and policies.
- Proficient in the use of Microsoft Office applications and work management database applications
