Senior/Lead Administrative Specialist - Progression

Title: Senior/Lead Administrative Specialist - Progression 
Company: Tampa Electric Company 
State and City: Florida - LUTZ
Shift: 8 Hr. X 5 Days

 

 

POSITION CONCEPT

Administrative Specialist provides administrative and technical support to the leadership team in the System Restoration department by performing general administrative activities and departmental coordination duties of varying scope and complexity. Assisting with inter-department communications. Duties often involve administrative projects with critical time paths. Provide budget support for all System Restoration operations to include but not limited to budgeting forecasts and updates, expenses, and data input for the department. This also includes the creation and maintenance of electronic files for Purchase Requisitions and other critical documents.

 

PRIMARY DUTIES AND RESPONSIBILITIES

1. Provides administrative support to the System Restoration leadership team as necessary. Duties included, but not limited to, copying, mailing, filing, data entry, ordering office supplies, document retention, travel arrangements, conference registrations, and other similar tasks as requested. (20%)
2. Validate cost centers financial charges monthly to ensure proper accounting disbursement practices are followed; create purchase requisitions (PR) and service entry sheets (SES) in SAP, accrue expenses monthly, follow-up on invoice discrepancies; reconcile concur statements; correct receiving orders. (20%)
3. Support the coordination of service area cost centers’ departmental budgetary reforecasts and variance analyses and coordinate other special projects to ensure business plan goals are met in accordance with the ED Financial Reporting Schedule. Support activities in preparing monthly forecasts, monthly variance reporting & analyses and the annual budget through SAP modules. (15%)
4. Provide technical support and expertise related to Microsoft Office Suite (Word, Excel, Access, and Power Point), WorkPro work order system, and SAP system (basic/admin desktop and payroll functionality); provide training, generate reports, presentations, and spreadsheets used by management. (15%)
5. Perform various department activities related to SAP including department organizational structure updating. Respond to confidential data requests, as directed by management, compiling, and communicating information to Human Resources, and Employee Relations. (15%)
6. As appointed serve as service area coordinator for the following activities, Values, Ethics & Compliance, Facility Services & Telecommunications, community involvement, events scheduling, department activities, team member recognition, and record retention. Assist the Safety Committee as needed, assist with annual storm preparation for employees & engineering consultants’ and storm restoration duties, etc.  Provide notary services when applicable. (15%)

 

SUPERVISION

None

 

RELATIONSHIPS

Key Internal: System Restoration Director/Managers, Engineers, Operations, HR, Labor Relations, Procurement & Contracts, Accounts Payable, Purchasing Department, and other TEC departments as required

Key External: Vendors, local government & utility representatives, engineering consultants, safety related speakers and customers

 

LEADERSHIP COMPETENCIES 

 

• Champions Safety, Health, and the Environment
• Takes Ownership and Acts with Integrity
• Drives Business Excellence for Customers
• Builds Collaborative Relationships
• Cultivates Innovation and Embraces Change
• Thinks Strategically and Exercises Sound Judgment

 

 

 

WORKING CONDITIONS

Must be able to work overtime as needed to meet deadlines.

Frequent travel required, i.e., TEC service territory, TEC HQ, BOC, etc.

 

JOB LEVEL: SENIOR ADMINISTRATIVE SPECIALIST

Under direct supervision, the position provides general administrative support to the entire System Restoration department

 

QUALIFICATIONS

 

Education          

Required: High school diploma or GED

Preferred: College degree in relevant field from an accredited college/university or technical certification

 

Licenses/Certifications

Preferred: Notary certification

 

Experience 

Required: