Department Assistant II - SGS

We are currently seeking talented individuals for the position of Department Assistant II at our power plant facility located in Springerville, AZ. The Springerville Generating Station operates four coal-fired units with a combined generating capacity of over 1600 megawatts of power. 

Position Description:
Perform secretarial duties, record keeping and administrative detail, and follow-up functions to assist the area Manager and other members of the department.  In addition to typing, filing, scheduling, performs duties such as personnel record keeping, developing complex spreadsheet tracking reports, coordination of meetings, conferences and seminars, obtaining supplies, coordinating direct mailings, and working on special projects. Also, assembles highly confidential and sensitive information. Independent judgment is required to plan, prioritize, and organize a diversified workload.
This position may provide services to affiliates of the Company subject to the UNS Energy Code of Conduct and the related Policies and Procedures.

Position-Related Responsibilities:
•    Performs complex and confidential administrative/clerical functions including:
-    Preparing memos, expense statements, check requests, time sheets and other department forms and documents
-    Photocopy and fax information and documents as needed or requested. 
-    Maintain appropriate levels and monitor office supplies, equipment and other materials 
-    Administers distribution of the department’s mail. Opens and sorts Benefits related mail  
•    Facilitates the collection and presentation of Capital and O&M Budget information.
-    Work in close relationship with Accounting in the preparation and maintenance of the budgeting database and reporting systems.
-    Ensures that all budget information is timely accurate and complete, including actual vs. budget comparison between the accounting systems, budget systems and work management systems.
-    Prepares account and budget analysis summaries and reports based upon specific financial, statistical, and other data as requested.  
-    Monitors and analyzes the department’s budget performance (Capital and O&M) including month to month variances. 
•    Answers telephones, handles calls, routes to appropriate individual or takes messages.  Ensures customers, vendors and employees are handled in a professional and courteous manner. 
•    Maintains records and organizes filing and archive system to facilitate the expeditious retrieval of information so that department personnel may accomplish their responsibilities.
•    Prepares various confidential departmental reports as assigned, utilizing various advanced software programs.  Collects information, compiles into standard or non-standard format, prints, proofs and distributes to appropriate department/company personnel. 
•    Assists department personnel with various projects. 
•    Support and communicate Operational Excellence goals, objectives, vision, and values. 
•    Ability to coordinate special functions and events.

Knowledge, Skills and Abilities:
•    Two to four years’ previous secretarial/administrative experience in a professional business environment or equivalent combination of education and experience.
•    Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. 
•    Strong analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. 
•    Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software. 
•    Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. 

Department Assistant I:
Under direct supervision, provides a wide variety of administrative and staff support services to an organizational unit.  May assist in budget preparation and control activities.  May assist in the preparation and control of records, statistics, and reports regarding operations, personnel changes, etc.  Administers programs, projects and/or processes specific to the operating unit served.  May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations.  May screen and interview job applicants and orient new employees. Must have high level of interpersonal skills to handle sensitive and confidential situations. Effective communication skills required, both verbal and written.

Department Assistant II:
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