Department Assistant I or II, Construction & Maintenance Resources)

Position Description

We are looking for talented individuals passionate about making an impact in the company and the community. Apply now and become part of the dynamic energy industry!

Position-Related Responsibilities

• Performs complex and confidential administrative/clerical functions including: Preparing memos, expense statements, check requests, time sheets and other department forms and documents.
• Photocopy and fax information and documents as needed or requested.
• Maintain appropriate levels and monitor office supplies, equipment, and other materials.
• Administers distribution of the department’s mail.
• Answers telephones, handles calls, routes to appropriate individual, or takes messages.
• Ensures customers, vendors and employees are handled in a professional and courteous manner.
• Maintains records and organizes filing and archive system to facilitate the expeditious retrieval of information so that department personnel may accomplish their responsibilities.
• Prepares various confidential departmental reports as assigned, utilizing various advanced software programs.
• Collections information, compiles into standard or non-standard format, prints, proofs and distributes to appropriate department/company personnel.
• Affords assistance to department personnel with various projects.

Requirements

• High school diploma or GED
• Two to four years previous secretarial/administrative experience in a professional business environment
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Demonstrated poise, tact and diplomacy.
• Strong analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.
• Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

Qualifications

• Level I: Bachelor of Arts degree and four years’ previous secretarial/administrative experience in a professional business environment or equivalent combination of education and experience.
• Level II: Demonstrates proficiency/ability in computer skills, ability to prioritize and problem solve.
• Exercises considerable discretion and independent judgment and is capable of analyzing complex information request and determining complex trends, and making recommendations on process improvements and efficiencies.

Skills

• Strong understanding of the complexities of both Accounts Receivables (AR) and Accounts Payables (AP).
• General understanding of procurement and contract management.
• Proficient in Work Management System IBM Maximo (preferably Contractor Time Reporting module).
• Familiar with Maximo Contractor Time Reporting.
• Experience with CMR purchase order monitoring and reporting.
• Familiarity with construction contract documents.