Administrative Assistant - T&D Line

Administrative Sumterville, Florida

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Description

INTERNAL/EXTERNAL JOB POSTING

 

Administrative Assistant – T&D Line

 

Department:

Distribution Operations

Reports to:

Manager of Transmission & Distribution Operations

Location:

293 South US Highway 301, Sumterville, FL 33585

Pay Rate:

Based on qualifications and experience

 Classification: 

Non-Represented – Non-Exempt

Posting Date(s):

Wednesday, 12/23/2020*

# of Vacancies:

1

 

*This posting will be closed and no longer available to receive applications upon SECO Energy’s discretion.

^ SECO Energy is a not-for-profit electric distribution cooperative serving over 200,000 families and businesses across seven counties in

   Central Florida, making SECO Energy the third largest electric co-op in Florida and the sixth largest in the nation.

^ SECO Energy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment  

    without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

^ Qualified employees will be considered on an equal basis with external applicants.

 

General Purpose of Job

This position is responsible for providing clerical and administrative support to the Manager of Transmission & Distribution Operations and department personnel.

 

Minimum Required Qualifications and Competencies

The following includes the minimum job requirements and essential duties for this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.  Some job requirements may exclude individuals that cannot be reasonably accommodated or who pose a direct threat or significant risk to the health and safety of themselves or other employees.

 

Education

Minimum 

High School or GED

Preferred 

2 Year / Associate Degree

Major:

Business Administration or Business Fundamentals with two years of responsible administrative clerical experience or experience in a related area.

Preferred 

Other

Continuing education and/or certification in Microsoft Office and Business Writing.

 

Experience

Minimum 

Five years of responsible administrative clerical experience or experience in a related area.

Preferred 

Experience or similar work with an electric utility or related industry.

 

 

 Other Requirements

  • Ability to operate a variety of office equipment, including a personal computer, printers, copy machines, telephone, and fax machine.
  • Ability to work irregular hours for assignment completion and flexibility to change scheduling and report to work on short notice during emergency situations and outside of regular assigned working hours; ability to work overtime when required.
  • Normal work hours shall be eight (8) hours between 7:00 am and 5:00 pm, Monday through Friday.
  • Successful completion of pre-employment background check, physical and drug screen.

 

Knowledge, Skills and Abilities

  • Advanced level in the operation of personal computers and MS Office products that include Word, Excel, PowerPoint and Outlook.
  • Must become knowledgeable in the use of applicable corporate computer systems such as iVue, Kronos, and Share Point as they relate to the position within six months of hire.
  • Possess demonstrated mathematical skills in performing computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately.
  • Possess effective listening, verbal and written communication skills.
  • Possess proven abilities as an effective communicator with strong interpersonal skills. This includes being able to speak clearly and concisely, be an active listener, question for understanding and clarification, and being able to effectively interact with others by using tact and good judgment when speaking with all levels of management, employees, customers, members of the media, vendors, and the general public.
  • Possess proven abilities in excellent customer service orientation and interpersonal skills for effective interaction with managers, employees, contractors, vendors, government agencies and the public; ability to exercise good judgment, sound reasoning skills and discretion in making independent decisions commensurate with responsibilities.
  • Possess proven ability to accurately prepare all types of business correspondence, design and produce reports and prepare Power Point presentations.
  • Possess proven ability to complete assignments, meet deadlines and work independently and in a team environment.
  • Possess proven ability to plan and organize with excellent documentation and detail orientation.
  • Possess proven skills in business and conversation writing.  Must be able to craft a memorandum, email and / or written correspondence that is appropriate for internal and external communications.  This includes the ability to write various reports to communicate within and outside the department.
  • Required ability to work under extreme high stress situations including daily storms, hurricane restoration, and storm emergencies.
  • Required at all times to maintain confidentiality and confidential information.  This is in accordance with established Board Policies and procedures.
  • English is the primary business language. Second language in Spanish is desirable.

 

Verification: The above qualifications and competencies for this position may be verified through a combination of education, experience, interview questions and technical skills exercise(s).

 

Essential Duties and responsibilities

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the Cooperative. 

 

  • Answer and screen incoming calls and visitors. Respond to inquiries, resolve disputes, gather information and/or transfer calls/visitors to the appropriate person or area.
  • Assist with preparation of various projects/reports.
  • Create monthly safety meeting presentations in Power Point format including the results of accident/incident investigations.
  • Create requisitions to procure goods and services.
  • Develop and maintain schedules for training and meeting attendance, travel and other requirements for the Manager and designated department personnel.
  • Maintain adequate supply of office supplies for the department; monitor and maintain office equipment, i.e. copy machine, fax machine, etc. as directed.
  • Maintain required data and create monthly updates for the departmental business plan.
  • Maintain required data and create monthly updates for the Reliability and Operations technical report.
  • Maintain T&D Department Intranet page, on-line calendar, bulletin boards, Safety Job Aids, written processes and procedures.
  • Maintain the tracking files of major projects in T&D which include but are not limited to FPSC Transmission and Distribution pole replacements, FPSC underground equipment replacements, and fiber optic installations; generate statistical reports as requested.
  • Organize and maintain files for the Manager and department personnel as directed.
    • Complete filing in a timely and accurate manner.
    • Prepare all correspondence for the Manager and designated department personnel.
    • Sort and distribute incoming mail; Accounts Payable invoices, etc.
  • Organize internal and external meetings to include venue set up and catering.
  • Produce and maintain departmental manuals and/or processes as directed.
  • Proofread, process and maintain tracking of all accident/incident investigations in T&D.
  • Schedule meetings, take notes and distribute minutes after manager approval.
  • Serve as back-up in the absence of the Sr. Staff Assistant.
  • Utilize Prophix to monitor the departmental budgets and create reports as required.
  • Verify and process departmental invoices and track expenses; acquire the appropriate approvals and forward to accounting for payment.

 

Physical Demands and Work Environment

The physical demands and work environment described here are representative of those that must be met by or those an employee encounters to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Some requirements may exclude individuals that cannot be reasonably accommodated or who pose a direct threat or significant risk to the health and safety of themselves or other employees.

 

  • Normal work hours will be eight (8) hours between 7:00 am and 5:00 pm, Monday through Friday.
  • Availability to work irregular hours for assignment completion and flexibility to change scheduling and report to work on short notice during emergency situations and outside of regular assigned working hours; ability to work overtime when required.
  • Ability to operate a variety of office equipment, including a personal computer, printers, copy machines, telephone, and fax machine.

 

While performing the duties of this job, the employee is regularly required to sit, talk, and hear.  The employee frequently is required to walk.  The employee is occasionally required to stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.  This position has general office environment. The noise level in the work environment is usually moderate.

 

 

 

 

 

 

 

 

 

 

 

 

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