Senior/Lead Administrative Specialist (Varies)

Title: Senior/Lead Administrative Specialist (Varies) 
Company: Tampa Electric Company 
State and City: Florida - Ruskin
Shift: 8 Hr. X 5 Days

 

 

POSITION CONCEPT
Provide administrative and technical support and expertise for the service area, interacting with front line employees, ED leadership, and external company contacts.  Responsible for coordinating core business systems and processes (SAP, IBEW contract provisions, work order documentation) and support of the Cost Centers’ financial related activities including payroll and budgeting reforecasts & updates, labor by classification & expenses in the budgeting system (BPC), etc. 

PRIMARY DUTIES AND RESPONSIBILITIES 
1.    Review and record time for service area personnel into payroll systems (Workpro & SAP).  Apply IBEW bargaining agreement provisions for hours worked, call out and other pay related issues. Correct attendance codes in payroll system. Audit non-productive time to assist management in manpower scheduling. Ensure proper charges to accounts, run bi-weekly payroll reports and obtain proper signatures within stated timeframes to meet Sarbanes/Oxley requirements.
2.    Validate cost centers’ financial charges monthly to ensure proper accounting disbursement practices are followed; accrue expenses, follow-up on invoice discrepancies; reconcile petty cash and Visa statements; correct receiving orders. 
3.    Develop and coordinate 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.  
4.    Provide technical support and expertise related to Microsoft Office Suite (Word, Excel, Access, and Power Point), WorkPro work order system, and SAP Payroll system (basic/admin desktop and payroll functionality); provide training, generate reports, presentations, and spreadsheets used by management. 
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 Risk Management, Human Resources and Employee Relations. 
6.    As appointed serve as service area coordinator for the following activities: environmental (oil spills), Values, Ethics & Compliance, Facility Services & Telecommunications, community involvement, events scheduling and record retention. Assist the Safety Committee as needed, serve as back-up to another service area, assist with annual storm preparation for employees & retirees and storm restoration duties, etc.  Provide notary services when applicable. 

SUPERVISION
None

RELATIONSHIPS
Key Internal:  ED management, Distribution Design Technicians, Planners, Lead Line Supervisors, Line Supervisors, front line employees, HR, Risk Management, Accounts Payable, Purchasing Dept., Stores, Fleet, Meter Department and other TEC departments as required
Key External: Vendors, local government & utility representatives, safety related speakers and customers

JOB RELATED DIMENSIONS  *Core dimension

Business & Job Knowledge*
Judgment*
Ownership & Excellence*
Produce Results*
Teamwork*
Work Safely*
Adaptability/Leading Change 
Communication/Presentation Skills
Planning & Organizing

WORKING CONDITIONS 
Must be able to work overtime as needed to meet deadlines

JOB LEVEL:    SENIOR ADMINISTRATIVE SPECIALIST
QUALIFICATIONS

Education      
Required:    High school diploma/GED with some advanced courses
Preferred:    Associates Degree

Licenses/Certifications 
Preferred:    Notary certification

Experience  
Required:    Minimum of ­­­­­­four (4) years of work experience related to performing the Duties & Responsibilities of this position is required. 
Preferred:    Minimum of ­­­­­­two (2) years of Tampa Electric ED service area work experience is preferred.  Work experience directly related to performing the Duties & Responsibilities of this position is particularly desirable.

Knowledge/Skills/Abilities (KSA) 

Required:    Ability to interpret and apply IBEW contract, knowledge of TEC’s budgeting processes and systems (BPC), IBEW call-out system and contract provisions, WorkPro, SAP Payroll, MSWord, MS Excel,  MS Access, MS PowerPoint and other miscellaneous systems.  Must demonstrate high level of integrity regarding personnel issues and other confidential information.  High stress tolerance, teamwork, initiative, work standards, oral and written communication as well as planning and organizing skills are required.   
Preferred:    Experience with the BPC budget system.

 

 
JOB LEVE