Admin Specialist II

4 weeks ago

Tampa, United States Peoples Gas System Full time

Title: Admin Specialist II (Tampa)

Company: Peoples Gas System

State and City: Florida - Tampa

Shift: 8 Hr. X 5 Days

WHAT YOU'LL DO

Under limited supervision perform standard but diversified general office duties requiring some knowledge of the unit's operation and company procedures.

Advancement to this level is based on the business needs of the department. Advancement is not automatic, i.e., based solely on time in the job, but will be based on the employee's performance, qualifications, and the technical needs of the department.

A Microsoft Assessment may be provided to gage level of proficiency.

Day-to-Day Responsibilities:

Performs a combination of the following:

  • Communicate with internal and external customers: Respond to general inquires and telephone calls by researching information and taking detailed messages, respond to escalated customer service complaints and works with the customer for a successful resolution, review and answer routine correspondence.
  • General Data Maintenance and Reporting: Create and maintain basic charts, graphs, spreadsheets and databases. Prepare summary information for manager's review. Prepare and update recurring and routine internal reports, collect and verify data. Assist in overall coordination and data collection. Check documents for accuracy and completeness, cross reference information.
  • Prepare and Process Invoicing and Time Administration: Tracks and records time keeping data, creates requisitions, purchase orders, Service Entry Sheets, uniform orders and safety shoes and process energy conservation rebates following standard procedures. Assists employees with their P-Card statements and ensures all required documentation is attached and submits to local management for approval. Creates purchase requisitions and enters information into project database (Powerplant), ensuring accuracy of pipe charges.
  • Gas Account and Gas Facility Research and Administration: Handles requests for demolitions, signs off on demolition permits and arranges for an account to be cut and capped. Responds to and researches requests for easements and rights-of-way. Conducts periodic audit of accounts. Corrects errors in a customer's gas usage and adjusts accounts arranging for a corrected bill to be mailed. Maintains as-built received from Contractors for entry into Mapping System. Processes General Service Agreements and creates job orders and premises for new account. Processes energy conservation rebates.
  • Customer Information and Order System Research, Tracking and Scheduling: Researches, updates and maintains a variety of customer information, service order, work order and compliance systems. This may include scheduling and tracking compliance or collections related service or inspection orders as well consolidating customer payments received at the local Division. May also serve as appoint of contact for field personnel.
  • Able to assist with certain functions of a Work Coordinator by answering call center calls, routing leak calls and distributing and scheduling workload to the appropriate field technicians as needed with the support of the Work Coordinator.
  • Maintain files record keeping activities and confidential data.
  • Perform additional duties and responsibilities and assist other personnel as needed.

What We're Looking For

Must Haves:

  • High School Diploma or GED.
  • Minimum of 2 years of administrative and/or customer service experience related to the duties and responsibilities of this position.
  • Must be able to perform the duties and responsibilities of an Administrative Assistant (Level 1).
  • Strong interpersonal, customer service and communication skills.
  • Excellent knowledge of electronic mail functions, including sending and receiving messages, attaching documents and appending carbon copies.
  • Ability to operate a variety of basic and complex office equipment.
  • Ability to use a computer to input data, access information and/or create materials and documents using various software applications including MS Windows applications.
  • Ability to review and edit written materials for proper content, format, grammar, punctuation, and sentence structure.
  • Ability to listen and take accurate notes based on verbal information.
  • Ability to manage and prioritize multiple assignments.
  • Ability to remain professional and work well with internal and external customers at all times.

Nice-to-Haves:

  • Associate's degree from an accredited college.
  • Administrative experience in a utility environment.
  • PGS Local Operations and/or PGS Contact Center/Customer Service experience.
  • Experience with utilities operations specific software systems, such as Powerplant, CIS/CRM; the ability to read and understand maps and have knowledge of the geographic territory.
  • Knowledge of Company administrative policies and procedures.

Physical Demands

  • Must be able to independently operate a motor vehicle in a safe manner.
  • Must be able to independently enter/exit a motor vehicle as required.
  • Must be able to walk, stand or sit for extended periods of time.
  • Must be able to bend and/or stoop requiring full use of the lower extremities and back muscles.
  • Must be able to grasp/handle small hand tools and other objects by applying pressure with fingers and palms.
  • Must have vision correctable to 20/40.
  • Must be able to pull, push, lift and carry objects weighing up to 10 lbs.
  • Must not have an average hearing loss greater than 40 decibels in the better ear at frequencies of 500, 1000 and 2000 with or without a hearing aid.
  • Must be able to perform repetitive motions by extending arms and hands in any direction with substantial movement of wrists, hands and fingers.
  • Must be able to enter letters and numbers on a keyboard.
  • Must have the ability to judge distances and spatial relationships of objects.
  • Must be able to reach in any direction up to 4 feet.
  • Must be physically capable of indoor/outdoor.

Leadership Competencies:

  • Speaks up on Safety, Health, and the Environment
  • Takes Ownership and Acts with Integrity
  • Drives Business Excellence for Customers
  • Builds Collaborative Relationships
  • Thinks Strategically and Exercises Sound Judgment

The successful applicant will be required to take and pass a Baseline Medical Examination as part of the pre-employment screening once an offer has been accepted. A pre-employment drug screening, as well as a background check (including education, employment, criminal and motor vehicle) will also be conducted as part of the pre-employment screening. A physical may be conducted if required for the role.

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