PRIMARY DUTIES & RESPONSIBILITIES:
Customer Support & Communication - 10%
- Handle routine/non-routine external and internal customer calls and inquiries.
- Serve as first-level support for communication and problem resolution.
- Compose and type routine letters and memoranda; respond to correspondence not requiring manager's attention.
- Interact with clients and vendors.
- Support Power Pros sales and communications.
Training Coordination - 15%
- Coordinate training activities and workflow with support staff to ensure smooth implementation and maintenance of training materials and ST&E websites.
- Schedule classes for Apprentice programs, Smith System Drivers, Annual Compliance, and Substation Safety Awareness.
- Reserve classrooms/conference rooms for ACT, Smith System, and Environmental Audits.
- Submit Telecom, Facilities, and IT service requests for classroom needs.
- Support updating/loading of training modules to Apple hardware (iPads).
- Maintain Environmental oil spill website and the ST&E web page.
Training Records Maintenance - 10%
- Maintain training data/records.
- Update ST&E MS Access database, SAP Employee Training records, and the Switching & Tagging list.
- Process and obtain authorizations for certificates of achievement.
- Run routine training reports.
Document & Forms Processing - 15%
- Prepare and process routine forms and documents following procedures, company standards, and regulatory requirements.
- Verify documents for accuracy, completeness, and compliance.
- Examples include: training rosters, purchase requisitions/orders, new hire clothing/tools/material orders, and Veteran's benefit forms.
Records Retention - 10%
- Set up and maintain organized and confidential files.
- Ensure compliance with Records Retention Rules.
Reporting & Data Analysis - 10%
- Create and maintain basic charts, graphs, spreadsheets, and reports.
- Prepare summary information for management review.
- Collect and verify data for recurring internal reports.
Manager Support & Budget Coordination - 20%
- Organize and maintain manager's correspondence and records; follow up on pending matters.
- Assist with coordination and data collection for smaller, less complex budgets.
- Process expense accounts and petty cash.
- Calculate and submit expense reports for the manager.
General Office Support - 10%
- Monitor and order office supplies as needed.
- Deliver and pick up mail.
- Print and post labor relations bids, corporate posters, etc.
- Create Substation Safety Awareness cards, decals, and paperwork (DOT, Smith System, Site-Specific).
Additional Duties
- Perform other duties as assigned.
SUPERVISION
- No direct supervisory responsibilities.
RELATIONSHIPS
- Internal: Regular interaction with line employees and leadership within Energy Delivery.
- External: Interaction with state/local agencies regarding ED certifications and with customers for Power Pro's training programs.
QUALIFICATIONS
Education
- Required: High school diploma or equivalent.
Experience
- Required: Minimum two years of administrative experience, preferably in a utility environment.
Knowledge/Skills/Abilities
- Required:
- Ability to reference documentation or manuals to resolve issues.
- Basic understanding of processes; able to handle a variety of non-routine topics independently.
- Strong oral and written communication skills.
- Proficiency in spreadsheets, data manipulation, graphics, Mainframe downloads, report generation, data entry, and word processing.
- Preferred:
- Proficiency in Apple software, iTunes, iBooks, and Apple configuration tools.
JOB-RELATED DIMENSIONS (Core Dimensions)
- Business & Job Knowledge
- Judgment
- Ownership & Excellence
- Produce Results
- Teamwork
- Work Safely
- Planning & Organizing
- Ability to Learn
- Communication & Presentation Skills
WORKING CONDITIONS
- Office environment
- Occasional overtime required during Apprentice evaluations
PHYSICAL DEMANDS/REQUIREMENTS
- Sitting
- Lifting less than 15 lbs.