Department Assistant I, II - Energy Delivery Environmental Department

Position Description

Perform secretarial duties, recordkeeping and administrative detail, and follow-up functions to assist Energy Delivery Environmental (EDE) Department. In addition to typing, filing, scheduling, performs duties such as personnel recordkeeping, developing complex spreadsheet tracking reports, coordination of meetings, conferences and seminars, obtaining supplies, coordinating and tracking training, and working on special projects. Assembles highly confidential and sensitive information. Independent judgment is required to plan, prioritize, and organize a diversified workload.

Essential Functions: (As defined under the Americans with Disabilities Act, these include the following responsibilities, minimum job knowledge, skills, and abilities. This is not necessarily an all-inclusive listing.)

Position-Related Responsibilities:

• Performs complex and confidential administrative/clerical functions including:
  • Invoice processing, Contract Administration (tracks MSAs, MSOWs, SSJs, Change Orders/SDIs, PPOs, etc.)
  • Tracking, maintaining, and inputting regulated waste information in regulated waste database
  • Budget Planning, Queries, Variance Reporting, Reforecasting, Risk Ranking, and Input
  • Preparing memos, expense statements, check requests, and other department forms and documents
  • Photocopy, scan, and fax information and documents as needed or requested
  • Maintains appropriate levels and monitor office supplies, equipment, and other materials 
• Answers Departmental inquiries, 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 and databases. Collects information, compiles into standard or non-standard format, prints, proofs, and distributes to appropriate department/company personnel. 
• Assists department personnel with various projects and submittals. 

 Knowledge, Skills and Abilities

• High School, GED, or Bachelor’s degree and two to four years’ previous secretarial/administrative experience in a professional business environment or equivalent combination of education and experience.
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires 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. 
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software. 
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities, and meeting deadlines. 

Department Assistant I:

Under direct supervision, provides a wide variety of administrative and staff support services to EDE Department. May assist in budget preparation and control activities. May assist in the preparation and control of records, statistics, and reports regarding operations, personnel changes, etc. Administers programs, projects and/or processes specific to the operating unit served. May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations. May screen and interview job applicants and orient new employees.

Department Assistant II:
All activities and responsibilities above and under general direction, provides general administrative support to EDE Department.  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.