The Hourly Administrative Specialist will provide high level administrative support to personnel for Energy Supply. The incumbent will be a self-directed administrative professional, exhibiting a positive and customer friendly can-do attitude to support the high functioning teams at the power plants. Your expertise, confidence and professionalism will contribute directly to the mission to keep Energy Supply supplying energy. This position will require the successful candidate to rotate to different sites in support of the Energy Supply Department.
In this position, the successful candidate will provide high-level administrative support for the department including but not limited to:
Front desk coverage to greet and direct plant visitors
Maintains and updates calendaring systems, coordinates scheduling, reservations and travel arrangements, and schedules interviews as needed
Updates and maintains records, office libraries, reference materials, administers and/or maintains required record retention procedures and systems
Reviews and processes invoices for payment, assigns account numbers, and tracks invoices
P-card reconciliation
Runs and distributes budget reports and updates budget databases
Schedules and attends weekly and monthly meetings, including taking minutes
Processes confidential personnel documents
Assists with telephone, multifunction devices (copier/printer/scanner/fax) and other technology issues
Reviews, processes, prioritizes and/or routes incoming mail, publications, directives and regulations
Sends, retrieves and prepares documents, materials (i.e., e-mail, fax, mail, ship, courier, etc.)
Prepares and proofreads letters, memos, reports and other correspondence
Generates reports, spreadsheets, requests for proposals, presentations and other materials considered detailed and/or complex in nature
Uses SharePoint to track, scan and file electronic documents accurately applying the proper naming convention. May perform administration duties on existing SharePoint sites
Department event coordination and planning (webinars, all-employee meetings, safety presentations, etc.)
What does it take to be successful in this position? While most people in this occupation would have completed a high school diploma or GED and have four to seven years providing administrative support in a professional environment we are most interested in your experience in the following so be sure to highlighted it on your application and resume:
Strong skills in MS Word, and MS Excel and knowledge of MS PowerPoint, Access and Maximo preferred
Strong skills in Outlook and/or other calendaring software
Skilled in verbal and written communication including accuracy in note taking
Skilled in calendar management and travel coordination
Excellent customer service skills with the desire to respond promptly to customer needs as well as requests for service and assistance
Knowledge of purchasing practices and procedures
Knowledge of basic accounting and bookkeeping principles
Knowledge of budget preparation and administration
Knowledge of research and data entry methods
Join a diverse team of high performers who take pride in delivering exceptional service to our community and tap into the power of your potential! For more information and to apply, visit jobs.csu.org.
EOE Minorities/Females/Protected Veterans/Disabled
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