Administrative Assistant

JOB SUMMARY

Job Profile Summary

This position supports the Director of Engineering as well as the Engineering team with administrative functions

Essential Functions and Responsibilities

• Supports director of Engineer with special administrative projects, Outlook scheduling, staff commitments and deadline tracking, document retention, and calendar management.

• Codes invoices in PeopleSoft and routes to appropriate Project Manager for payment approval.

• Assists with compiling and developing quarterly updates to the Engineering departmental budget and monthly variance reports.

• Coordinates meetings, conference calls, teambuilding events and in-house vendor luncheon presentations.

• Arranges travel accommodations, manages P-Cards and expense reports for the Engineering team.

• Prepares routine correspondences.

• Performs clerical duties such as filing, typing, ordering office supplies, copying, faxing and distributing mail.

• Performs general clerical duties.

• Assists other Administrative Assistants throughout the company as needed.

Education

• Associate's Degree or equivalent office administration experience as follows

Work Experience

• Administrative background with 3-5+ years of experience

• Experience in use and function of office equipment applicable to position including accessing and using computer and applicable software applications

• Experience with and/or working knowledge of functions, terminology, and policies and procedures applicable to position

• Experience with and/or working knowledge of company accounting, customer services, and operating policies and procedures

• Experience with and thorough knowledge of generally accepted standards for grammar and punctuation

• Experience and training related to:

  • Word processing, spreadsheet and presentation software

  • Developing and/or maintaining filing systems and data bases

  • Handling confidential information

  • Planning conferences and meetings

  • Coordinating travel arrangements

• Experience interacting, advising, training, directing and communicating effectively

• Experience composing and preparing correspondence and reports

Knowledge, Skills and Abilities

• Knowledge of energy industry practices and terminology.

• Knowledge of full Microsoft Office package (Word, Excel, PowerPoint, and Outlook)

• Knowledge of Microsoft SharePoint is preferred.

• Knowledge of: company organizational structures, terminology, and policies and procedures

• Skills in: keyboarding

• Ability to consistently deliver superior customer service to internal and external contacts.

• Ability to: apply addition, subtraction, multiplication, and division. Application of decimals and percentages.

• Ability to: coordinate activities and/or disseminate and compile information related to budgets, meeting/travel arrangements, corporate activities, employee programs, etc.

• Ability to: communicate and/or exchange information and instructions

• Ability to communicate with all levels (senior, middle management, Board of Directors, field employees, etc.)

• Ability to handle sensitive and confidential information with extreme professionalism and discretion

Licenses and Certifications

• None required

Strength Factor Rating - Physical Demands/Requirements

• Sedentary Work - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Strength Factor Description - Physical Demands/Requirements

• Standing: Remaining on one's feet in an upright position at a work station without moving about (Occasionally)

• Walking: Moving about on foot (Frequently)

• Sitting: Remaining in a seated position (Constantly)

• Lifting: Raising or lowering an object from one level to another (includes upward pulling) (Occasionally)

• Carrying: Transporting an o