Administrative Assistant IV

Administrative Assistant - Customer Care 

   

Job Description: 

This position is responsible for providing administrative support for the Manager of Customer Service and leadership team handling all administrative and facility needs for the Customer Care organization. A minimum of five years’ experience in the administrative/secretarial/support area is strongly preferred. In addition, the successful candidate must have exceptional organizational and decision-making skills, must be a self-starter and possess the ability and desire to work through changing priorities with minimal supervision. 

Duties will include, but are not limited to timekeeping, expense processing, travel arrangements, planning and coordinating various events/meeting; budgeting oversight; calendar management; preparing correspondence, reports and presentations. Handling compliance related duties; and assisting with special projects.   This position handles extremely personal and confidential information and requires the highest level of integrity and ethics. Must be able to lift and carry 10 - 20 pounds – occasionally. This position will also provide storm support for logistics for the entire department.  Finally, the successful candidate must exhibit Our Values and be a team player with an exceptional working knowledge of computer office applications. 

This position is located at the Customer Care Center (CCC) at 2500 Patrick Henry Pkwy, McDonough, Georgia and is a hybrid role (4 days office/1 remote). 

Qualifications

Education, Certifications/Licenses: 

Required:

• HS Diploma with 5+ years’ experience or 
• Bachelor’s degree in Business Administration and/or other related field

Preferred: 

• 5 + years of experience in the administrative/secretarial/support area
• 7+ years of experience supporting a manager and/or above
• Certified Administrative Professional (CAP) with the International Association of Administrative Professions (IAAP) or similar certification such as Certified Professional Secretary (CPS) 

 

Summary of Position Duties and Responsibilities:

• Maintaining Manager’s schedule and calendar
• Processing employee time for multiple employees in Oracle and reconcile to Avaya
• Managing internal tracking and processing of FMLA time documentation
• Creating and preparing expense statements in a timely manner for multiple employees, similar for invoice processing   
• Scheduling, planning and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies, billing, etc.
• Setting up and coordinating video conferences and audio conference bridges
• Maintaining S: Drive access, Outlook distributions lists, phone lists and SharePoint sites
• Tracking of ad hoc employee files and other files, some of which could contain confidential or sensitive information 
• Working with other administrative assistants to provide backup coverage and support
• Researching and preparing presentations, reports and communications

Specific Skills & Knowledge:

• Ability to work independently
• Experience managing a senior/executive level calendar, inbox, and calls
• Diplomacy and tact in interacting at all levels
• High discretion, confidentiality, and diplomacy
• Managing multiple high-priority projects with strict deadlines
• Prioritizing and coordinating tasks with minimal direction
• Understanding day-to-day manager itineraries
• Excellent verbal, written, and interpersonal communication skills
• Responsibility in managing others' schedules
• Intermediate proficiency in MS Word, PowerPoint, Excel, Oracle, and ERP systems
• Efficient under pressure with multiple deadlines
• Initiating, planning, organizing, monitoring, and reporting on projects
• Professional representation of the company
• Confidentially screening emails and prioritizing handling/processing
• Team player, building relationships with Executive/Administrative Assistants
• Producing accurate and timely results with attention to detail
• Proficiency in Southern Company Systems (e.g., Oracle, SCOTT, Maximo)

 Working Conditions/Physical Requirements:  

• Ability to work at a computer
• This position requires occasional travel for events such as, but not limited to team buildings, lunches/dinners, training conferences, offsite meetings, etc.
• This position requires the ability to lift up 10 - 20 pounds

 Office Support:

• Keyboarding = 80 -