Administrative Assistant

Deadline to apply: September 4, 2026. Pay Grade 8 (qualifications may warrant placement at a different job level).

About the role

Performs routine clerical and administrative functions such as drafting correspondence, scheduling appointments, conducting research, organizing and maintaining paper and electronic files, providing information to callers, maintaining SAP time entry, and maintaining/submitting expense reports.

Responsibilities

• Develops and maintains spreadsheets encompassing various matters.
• Assists staff with research and preparation of reports and presentations.
• Manages appointments, coordinates/schedules meetings, and maintains calendars.
• Modifies and upgrades data systems.
• Assists in the utilization of computerized applications to facilitate productivity.
• Responsible for assessing and maintaining all office supplies.
• Maintains division files.
• Prepares and distributes minutes of meetings.
• Opens and distributes division mail, and prepares urgent packages for overnight delivery.
• Tracks/monitors incoming and outgoing correspondence as needed.
• Reviews various monthly budget reports and maintains and submits accurate expense records in SAP.
• Coordinates travel arrangements and assists with scheduling.
• Initiates purchase requisitions and service entry sheets in SAP.
• Verifies and processes invoices for payment, prepares travel authorizations, and submits/maintains monthly expense reports.
• Submits work order requests for department moves, telephones, voice-mail requests, PC log-on, etc.
• Maintains SAP time entry reporting for executive’s direct reports.
• Performs other project and process improvement initiatives as assigned.

Requirements

• Proficient in Microsoft Office Package, including word processing, spreadsheets, database, presentation software, electronic mail, and scheduling.
• Ability to set priorities, organize work, and make occasional exceptions.
• Ability to develop and maintain working relationships with customers and support teams.
• Initiative to work independently or as a member of a team, coordinating with others to achieve desired results.
• Well-developed written and verbal communication skills for interaction with all levels of personnel.
• Ability to meet goals and objectives with minimal direct supervision.
• Effective interpersonal and customer service skills.
• Ability to effectively manage sensitive and confidential information.

Qualifications

Preferred:

• Associate’s degree in Office Administration, Business, or other related field from an accredited institution.
• Experience with SAP.
• Experience in the utility industry.

Minimum education: High School Diploma or GED required.

Skills

• Demonstrating Initiative
• Working with Ambiguity
• Driving for Results
• Evaluating and Implementing Ideas
• Driving Continuous Improvement
• Communicates Effectively

Working conditions

Indoor work, operating computer, manual dexterity, talking, hearing, repetitive motion. Use of personal computing equipment, telephone, multi-functioning printer, and calculator. Ability to travel to and from meetings, training sessions, or other business-related events.

Physical demands: Office environment.