Senior Administrative Assistant

Job Title : Administrative Assistant 3

Date Posted : 10 / 14 / 2024

Job Type : Contract Full Time

Immediate W2 contract position available in Birmingham, AL. - downtown

Estimated Duration : 3 years

Description :

The Administrative Assistant - TCC Operations provides general office and administrative support to the Alabama Control Center (ACC).

• The position will be responsible for time entry for a large team, including over 40 rotating shift workers; maintaining office and breakroom supplies;
• processing employee expenses; processing department invoices; meeting and event coordination; meeting and event meals and logistical support;

and storm meals and logistical support.

Job Summary :

• Provide expert-level administrative support and leadership to the team, leveraging over 11 years of experience to ensure seamless operations and enhance organizational efficiency.
• Independently manage calendars, schedules, and appointments for team members, optimizing time management and prioritizing critical tasks.
• Lead the coordination and organization of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions, with meticulous attention to detail.
• Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite and other relevant software.
• Conduct in-depth research, gather, and analyze data, and compile comprehensive reports to support strategic decision-making and planning.
• Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
• Oversee budget management, expense tracking, and financial reporting, ensuring accuracy and compliance with organizational policies.
• Act as a primary point of contact for internal and external stakeholders, providing exceptional communication and interpersonal support.
• Outstanding communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Job Responsibilities :

• Time entry for a large team that includes 42 rotating shift workers.
• Monitor and replenish general office and breakroom supplies to allow for continuous 24 / 7 / 365 operations.
• Processing monthly and annual invoices
• Processing Oracle Expense reports for employees.
• Tracking and maintaining premium pay details for shift workers in Oracle HCM
• General administrative tasks for the leadership team (3 managers and 8 supervisors)
• Tracking / maintaining various information for the large team (completion status of tasks, purchases, employee directory, status reports, etc.)
• Maintaining membership of multiple Outlook distribution lists.
• Supporting logistics and catering associated with storm restoration which may require overtime and working outside of normal business hours.
• Subject to call out (to the office) during storm restoration.
• Coordinate meeting logistics and catering as needed. (reserve meeting space, provide agenda template and send to stakeholders to submit agenda topics, etc.)
• Coordinate logistics and catering for holiday and special occasion luncheons as needed.
• Monitor training laptops for timely and accurate check out and check in for tracking.
• Follow up with employees when laptop locations are undetermined.
• Prescription eye glass program administration for ACC employees.
• Coordinate mail and package delivery and pickup for specific needs outside of normal service.
• Submit work requests to facilities services (maintenance and custodial) for specific needs outside of normal service.

Knowledge, Skills, and Abilities :

• Familiar working with common office technology - PC's, Mobile Devices, Video Conferencing, Cisco Phones.
• Strong organizational skills.
• Strong coordination skills.
• Ability to multi-task and perform under pressure for extended periods of time without negatively affecting quality or quantity of work.
• Ability to operate effectively within a large organizational structure.
• Broad understanding of the company's policies and procedures (accounting, payroll, benefits, compliance).

Experience and Education :

• Experience working with large teams preferred.
• Experience working with the Oracle Fusion Cloud HCM suite of Human Resource products for time reporting, expense processing, invoice processing and other key HR functions is strongly preferred.
• Experience working with the Microsoft suite of office products (Excel, Word, PowerPoint, Teams, OneNote, Outlook, Edge, etc.) is required.
• Prior experience using Schedule Anywhere is a plus.
• Experience coordinating logistics for meetings and luncheons (reserving rooms, sending calendar requests, agenda prep, catering, refreshments, etc.).

Leadership / Behavioral Attributes :

• Recognized as a role model in safe behaviors, intentional inclusion, integrity, and performance.
• Motivated. Drives and delivers quality results in current position.
• Makes timely decisions.
• Excellent communication skills (oral and written).
• Listens objectively for understanding.
• Ability to effectively negotiate for win-win solutions.
• Shows respect for others and seeks to understand differences in other's opinions, values, and work approaches.
• Able to adapt to quickly changing priorities and short-notice requests.
• Builds effective work relationships with all levels of the organization.
• Builds support to ensure plans and initiatives can be completed.
1 day ago