Administrative Assistant

Administrative Assistant 

Job Summary

This position provides administrative support to the team members of the Human Resources & Safety Organization and delivers high-quality internal customer service in a manner that promotes efficiency and compliance with company policies.

Responsibilities

This position is responsible for providing administrative support including, but not limited to:

• Provide comprehensive administrative support across the Human Resources & Safety organization
• Coordinate logistics for department meetings and events, including scheduling, room setup, materials preparation, catering coordination, and communication
• Organize, order, and maintain departmental supplies
• Provide data and documentation support with high proficiency using Microsoft Office applications (Word, Excel, Outlook, PowerPoint, etc.), assist in maintaining databases and creating reports, presentations, compliance documentation, etc., as needed
• Organize and schedule meetings and maintain department calendars as needed
• Manage, update, and maintain department SharePoint websites
• Provide administrative support related to ORACLE expense and invoicing, including procurement card administration, invoice reconciliation/processing, and expense statement processing and escalations, while ensuring compliance with designated processes and procedures 
• Provide support and serve as point of escalation for bi-weekly department timesheet submissions, ensuring processes, procedures, and proper accounting guidelines are followed
• Ensure proper records management and retention policies are followed
• Assist in the support and administration of the Company’s PCL Program
• Manage the Service Anniversary program, including ordering and distributing awards to employees across the company, processing invoices, and assisting with the annual Service Award Banquet
• Company liaison and contact for retirees, including sending reminders of and attending monthly meetings, responding to emails and phone calls, generating yearly check requests for each chapter, filing annual report with the Mississippi Secretary of State, assisting with the Retiree Luncheon, and managing the retiree social media page
• Assist with special projects and additional tasks within the Human Resources Organization, as needed
   

Knowledge, Skills, and Abilities

• Proficiency in Microsoft applications, including Outlook, Word, Excel, Power Point, required
• 3 years or more administrative support experience highly preferred or 3 or more years of Mississippi Power experience 
• Prior direct support of a department and/or team highly preferred 
• Invoice reconciliation experience highly preferred
• Maximo or similar software knowledge highly preferred
• ORACLE experience highly preferred
• Ability to be flexible, organize, prioritize, and perform multiple, diverse activities with minimal supervision
• Ability to make sound administrative and procedural decisions 
• Effective written and verbal communication skills

Behavioral Attributes

• Consistently models PCL behaviors and demonstrates Our Values – Safety First, Intentional Inclusion, Act with Integrity, Superior Performance
• Ability to consistently maintain confidentiality of sensitive information
• Strong internal customer service and team-oriented focus 
• Excellent interpersonal skills and self-motivated
• Ability to build and maintain relationships at all levels