Administrative Assistant - TCC Operations

Administrative Assistant – Transmission Control Center

 

Reports to:  Phil Summey, TCC Floor Operations Manager

Dept: Transmission Operations

Location: Lithia Springs, GA

No relocation benefits are available. Candidates must currently reside within a commuting (driving) distance to Lithia Springs or be willing to quickly relocate at his/her own expense. 

 

This position will be filled at a Non-Exempt level, with the exact level dependent upon successful candidate's skills, qualifications, and experience.

 

JOB SUMMARY

 

This position reports to the TCC Floor Operations Manager. The position will primarily provide administrative support for the TCC Floor Operations Manager, Area Desk Supervisor Team, System Operator Supervisor, and Power System Coordinators performing 24/7 real-time operations responsibilities.  Job expectations include managing calendars, email, and travel; being the point of contact and processing for expenses, invoices, timekeeping, and other administrative support activities; conference room management and oversight; and using various Microsoft applications to handle daily business challenges. The use of office tools will include utilizing spreadsheets, assisting with preparing presentations, time & expense entry, phone coverage, and calendar and meeting management through Outlook. An essential element of this position is the ability to work closely and effectively with other administrative and executive assistants, specifically within T&D Operations. Employee will be required to perform job duties with minimum supervision.

 

JOB DUTIES AND RESPONSIBILITIES (include but not limited to):

• Serving as receptionist and greeting guests at a restricted access facility and assisting coordinating entry, as appropriate, to those without credentials 
• Processing employee time for Power System Coordinators in Area Desk Operator and System Operator roles 
• Preparing and processing expense statements in a timely manner 
• Processing invoices in a timely manner 
• Adhering to corporate accounting policies 
• Scheduling, planning, and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies, billing, etc. 
• Maintaining the schedules for all building conference rooms and serving as point of contact for all set-up, audio/visual, and catering needs 
• Scheduling, setting up and coordinating video conferences 
• Taking meeting minutes and tracking action items 
• Making travel arrangements 
• Maintaining employee files and other files, some of which could contain confidential or sensitive information 
• Records Retention, Compliance, and Audit Support and including secure treatment of Confidential Information, NERC logging requirements, I-9 verifier, HR records, and other services.
• Coordination with partner departments including the Distribution Control Centers, Corporate Security, Corporate Safety, Building Services, Fleet, and Investment Recovery.
• Answering phones and taking effective messages for multiple employees 
• Ordering, maintaining, and distributing departmental supplies 
• Working with other administrative assistants to organize and maintain supply rooms and copy rooms 
• Maintaining S: Drive access, Outlook distributions lists, phone lists and SharePoint & TEAMS sites 
• Sorting, opening, and delivering department mail 
• Researching and preparing presentations, reports, and communications 
• Coordinating and maintaining various awards 
• Supporting and coordinating special projects 
• Assisting team during storm/weather events during business hours and/or afterhours/weekends as needed
• Other department specific requirements, as needed

 

JOB QUALIFICATIONS

 

Education & Job Experience:

• High School Diploma or Equivalent strongly preferred. 
• College degree a plus. 
• Storm support experience coordinating meals, supplies, and deliveries is strongly preferred.
• Experience with timekeeping, expense reporting, invoice processing, arranging travel, and coordinating meetings strongly preferred. 
• Extensive secretarial/administrative experience in a busy, fast-paced environment supporting multiple managers and staff.   
• Supervisor, Manager, or Senior Manager level support in a corporate or field environment or relevant work experience in a customer service/support role is preferred. 
• Experience supporting a large, diverse department with multiple n