Administrative Assistant

2 months ago

Lawrence Twp, United States eTeam Full time

Role: Administrative Assistant
Location: 4040 Quakerbridge Rd Lawrenceville & 150 Circle Ave Clifton
Duration: 2years

Notes from manager's supplier call on 8/29/24

- 5 + years of experience (Admin/Clerical)
- Fluent in Microsoft applications
- SAP ( a plus)
- Ariba ( some/basic knowledge)
- Maintaining calendar
- Overseeing Payroll ( basic knowlegde[)
- Collaboration for meetings, preparing letters, tracking travel expenses, submitting job postings, maintain personal files, ordering supplies and assets
- No college experience needed
- Union / Non Union ( not required - but a plus)
- Hybrid Schedule: 2 in-person days per week at each location (2 locations) ; 1 remote day per week

Job Summary

This position performs administrative/clerical functions/tasks necessary to support the Department /Group with in the Utility that are diverse and may be sensitive or confidential in nature. Providing high quality administrative and clerical support to various levels of management throughout the Utility handling various routine / non-routine assignments, projects or other related administrative type matters. Provides back up support in the absence of other administrative positions within the Utility. This is a hybrid role and duties may vary based on onsite location or working remotely.

Job Responsibilities
• There will be one generic administrative job description across the Utility where the specific job duties / responsibilities will align with the Line of Business they are associated with, providing / needing maximum flexibility to move Employees around, as deemed necessary.
• Responsible for administrative / clerical functions necessary to support the Department /Group or the Utility, including but not limited to maintaining files, updating departmental lists, tracking deadlines, all aspects of correspondence, organizing and facilitating conferences and meetings, processing expense reports, ensuring timely file close-outs and receives and processes incoming mail
• Works independently and as a member of cross-functional teams on confidential, time sensitive assignments using judgment and initiative.
• Prepare, proofread and edit documents for accuracy and completeness.
• Perform clerical duties that include typing and filing.
• Screen, direct and prioritize incoming correspondence and phone calls to appropriate parties.
• Maintain and coordinate calendars.
• Responsible for time administration, management of work orders, invoicing, maintaining schedules and facility compliance commitment tracking, maintaining personnel records, including absenteeism and vacations
• Research issues and prepare summaries, memos and other necessary documents, as needed
• Draft, proofread and edit documents as necessary
• Create or maintain databases
• Act as a liaison between internal and external stakeholders, as needed
• Identify needs and gaps within the organization related to administrative activities and partner closely with the team to suggest solutions/project resource and research vendors, programs, etc.
• Provide assistance to new employees through the onboarding process
• Maintain and handle confidential information with discretion
• Provide backup coverage to other administrative support within the Utility or other organizations , as needed
• Perform Cross-departmental support in a matrixed environment (e.g., 50% Gas and 50% Customer Care)
• Process customer payments (e.g. stage payments for engineered solutions), perform invoice review and verification (e.g. customer calls, detailed invoice line item checks, etc)
• Work off hours during emergent conditions
• Perform other work-related duties as assigned

Job Specific Qualifications

Required
• High school diploma or GED
• 5+ years of previous administrative / clerical experience or of relevant experience
• Strong organizational and time management skills, with strong attention to detail and solid ability to take ownership of multiple projects and requests
• Excellent oral & written communication and interpersonal skills with demonstrated ability to interact effectively and work well with individuals at all levels of the organization
• Write clearly and informatively; edits work for spelling and grammar, varies writing style to meet needs, able to read and interpret written information
• Must have the ability to work well under pressure, meet deadlines and identify and resolve problems in a timely manner
• Strong overall administrative skills including, time administration, travel, expense reports, copying, scanning and coordination of filing
• Solid knowledge of Microsoft Office and various software applications, Knowledge of Word, Excel and PowerPoint.
• Must have knowledge of CLIENT systems, including but not limited to SAP, Concur, Outlook. Performs routine and as-assigned tasks including but not limited to: calendar management, electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form
• Willingness to learn new processes, procedures and software applications
• The ability to work independently and effectively handle multiple tasks simultaneously under pressure, completing assignments with close attention to detail and in a thorough, accurate and timely manner.
• Strong customer/client focus and teamwork skills.
• Must be a self-starter who is detailed-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy scheduling in-person meetings, WebEx and skype meetings, conference calls, as necessary and have strong follow-up skills.
• Must maintain a high degree of confidentiality and be able to effectively communicate with all levels throughout CLIENT and externally
• Candidate must foster an inclusive work environment and respect all aspects of diversity. Successful candidate must demonstrate and value differences in others' strengths, perspectives, approaches, and personal choices
• Candidate will be required to work off hours during emergent conditions

Minimum Years of Experience
• 5 years of experience

Education
• High School

Work Location: 4040 Quakerbridge Rd Lawrenceville & 150 Circle Ave Clifton

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