Administrative Assistant

Work Place Flexibility: Onsite 

Legal Entity: Entergy Services, LLC 

 

***This position is onsite in Beaumont, TX. Relocation assistance is not provided. This position requires EEI SASS Testing (see job description for more information ).  If you have already taken and received a score of "Test Recommended" please note this on your resume and acknowledge in application questions.  Please ensure your email address and mobile number are accurate in your profile as this will be our method of communication.  Keep in mind that the testing invitation may be routed to SPAM or Junk by your email system***

JOB SUMMARY/PURPOSE:
This position will coordinate all administrative functions and provides multifaceted administrative support to department management and staff. Responsibilities typically include: scheduling appointments, coordinating incoming mail, maintaining the calendar, making travel arrangements, arranging meetings, etc. Responsibilities also may include running and tracking projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects. This position is critical to the function of Telecom Eastern & Metro Regions.  They are the catalyst for reporting and communicating the budget and storm related issued and everyday issues. 

JOB DUTIES/RESPONSIBILITIES:

• Provide secretarial and administrative support to Senior Managers and Directors.
• Manage calendar, schedule events, travel arrangements, departmental meetings, and arrange conference calls.
• Manage correspondence and routine documents and presentations given minimal direction. Prepare documents, spreadsheets, presentations, interoffice correspondence and copies.
• Manage administrative affairs of the department including invoice processing, supply equipment procurement, training records, etc.
• Handle multiple assignments, work within deadlines, and maintain confidentiality of departmental issues.
• Be proactive in forwarding work issues to the appropriate managers/supervisors.

Budget Duties:

Drives reliable, predictable, secure, and cost-effective Telecommunications services through project field deployments, proactive maintenance for systems, and quick reaction to the items listed below.

• Directly supports the Eastern & Metro Region Telecom teams.
• Tracking O&M actuals and forecasting future O&M spending for Eastern & Metro Telecom. Participate in monthly PE conference calls regarding this activity.
• Tracking Capital actuals and forecasting future Capital spending for Eastern & Metro Telecom.  Updating budget spreadsheets.
• Tracking and implementing tower leases, propane tank rentals, and land leases.
• Submit requests for contracts/purchase orders as needed (O&M and Capital).  This includes equipment for projects, any purchases needed to fulfill customers SNOW ticket requests and, from time to time, requests from the Engineering group and IT groups. 
• Place small orders with vendors for purchases on One card. 
• Monthly reconciliation of One card.
• Track contracts/purchase orders as they move through the system, which includes matching the invoices as they come in for payment.
• Run monthly OT report for Eastern & Metro Telecom.
• Motorola repair tracking and payment.

Basic Administrative Duties:

• Keep office supplies stocked as needed.
• Update code blocks on timesheets for field personnel as changes are needed.
• Provide UPS/shipping labels/documentation as needed (for Eastern & Metro Telecom and Engineering groups).
• Make monthly One Card payments for Parking, Water, Coffee, etc. 
• Coordinate Annual Records Management activities for the group.