Administrative Assistant – Transmission Control Center

 

Reports to:  Ana Rodriguez-Santiago, TCC Floor Operations Manager

Dept: Transmission Operations

Location: Lithia Springs, GA

No relocation benefits are available. Candidates must currently reside within a commuting (driving) distance to Lithia Springs or be willing to quickly relocate at his/her own expense. 

 

This position will be filled at a Non-Exempt level, with the exact level dependent upon successful candidate's skills, qualifications, and experience.

 

JOB SUMMARY

 

This position reports to the TCC Floor Operations Manager. The position will primarily provide administrative support for the TCC Floor Operations Manager, Area Desk Supervisor Team, System Operator Supervisor, and Power System Coordinators performing 24/7 real-time operations responsibilities.  Job expectations include managing calendars, email, and travel; being the point of contact and processing for expenses, invoices, timekeeping, and other administrative support activities; conference room management and oversight; and using various Microsoft applications to handle daily business challenges. The use of office tools will include utilizing spreadsheets, assisting with preparing presentations, time & expense entry, phone coverage, and calendar and meeting management through Outlook. An essential element of this position is the ability to work closely and effectively with other administrative and executive assistants, specifically within T&D Operations. Employee will be required to perform job duties with minimum supervision.

 

JOB DUTIES AND RESPONSIBILITIES (include but not limited to):

Serving as receptionist and greeting guests at a restricted access facility and assisting coordinating entry, as appropriate, to those without credentials  Processing employee time for Power System Coordinators in Area Desk Operator and System Operator roles  Preparing and processing expense statements in a timely manner  Processing invoices in a timely manner  Adhering to corporate accounting policies  Scheduling, planning, and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies, billing, etc.  Maintaining the schedules for all building conference rooms and serving as point of contact for all set-up, audio/visual, and catering needs  Scheduling, setting up and coordinating video conferences  Taking meeting minutes and tracking action items  Making travel arrangements  Maintaining employee files and other files, some of which could contain confidential or sensitive information  Records Retention, Compliance, and Audit Support and including secure treatment of Confidential Information, NERC logging requirements, I-9 verifier, HR records, and other services. Coordination with partner departments including the Distribution Control Centers, Corporate Security, Corporate Safety, Building Services, Fleet, and Investment Recovery. Answering phones and taking effective messages for multiple employees  Ordering, maintaining, and distributing departmental supplies  Working with other administrative assistants to organize and maintain supply rooms and copy rooms  Maintaining S: Drive access, Outlook distributions lists, phone lists and SharePoint & TEAMS sites  Sorting, opening, and delivering department mail  Researching and preparing presentations, reports, and communications  Coordinating and maintaining various awards  Supporting and coordinating special projects  Assisting team during storm/weather events during business hours and/or afterhours/weekends as needed Other department specific requirements, as needed

 

JOB QUALIFICATIONS

 

Education & Job Experience:

High School Diploma or Equivalent strongly preferred.  College degree a plus.  Storm support experience coordinating meals, supplies, and deliveries is strongly preferred. Experience with timekeeping, expense reporting, invoice processing, arranging travel, and coordinating meetings strongly preferred.  Extensive secretarial/administrative experience in a busy, fast-paced environment supporting multiple managers and staff.    Supervisor, Manager, or Senior Manager level support in a corporate or field environment or relevant work experience in a customer service/support role is preferred.  Experience supporting a large, diverse department with multiple needs is highly desired  Experience managing a calendar, inbox, and calls. Proficiency in scheduling meetings and resolving multiple conflicts through Microsoft Outlook.  Prior data entry and reporting experience is preferred Experience taking initiative and being a self-starter in day-to-day responsibilities  Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is desired, but not required

 Knowledge, Skills, and Abilities:

Highly efficient and ability to handle pressure and manage multiple deadlines well Proven ability to initiate, plan, organize, monitor, and report on several projects simultaneously  Ability to professionally represent GPC, including professional interactions with other executives, managers, peers, department employees, vendors and other business partners Ability to confidentially screen emails, upon request, and the ability to proactively prioritize the handling/processing of requests  Effective listening skills with the ability to identify and understand customer needs  Excellent planning and organizational skills  Ability to multi-task to organize, prioritize and perform activities in a fast paced, changing environment from multiple personnel at various levels within the department  Must be an effective team player that is able to build and maintain strong relationships with other Executive/Administrative Assistants within Transmission/Operations, and across Georgia Power and the Southern Company system, and provide back-up support to others as needed  Proven ability to produce accurate results with excellent attention to detail, in a timely manner, independently, and with minimal supervision and direction  Must possess excellent customer service, time management, phone, interpersonal, and written/verbal communication skills  Demonstrated proficiency using Microsoft Office products (Word, Excel, Power Point, Access, and Outlook)  Ability to leverage resources to pull together and provide relevant, appropriate information around business needs/issues, and create effective PowerPoint presentations utilizing such data  Demonstrated proficiency in Southern Company Systems such as Enterprise Foundations, SHIPS, SCOTT, TEAMS, Maximo, eSTARS, Oracle, CAMP, and budgets is preferred  Must utilize due diligence, sound judgment and decision-making skills, when responding to requests and dealing with confidential information.  Must be able to learn processes quickly if no direct experience.

Other Requirements:

Successfully qualify on the EEI SASS (Clerical Aptitude) Test. 

BEHAVIORAL ATTRIBUTES

Personally invested in safety and the safety of others Exhibits behaviors consistent with "Our Values" (Safety First, Total Commitment, Superior Performance, and Unquestionable Trust) in all business dealings Maintains a professional demeanor  Adapts quickly to changing conditions and effectively manages multiple priorities Anticipates group needs and proactively seeks solutions Dependable with excellent Customer Service skills Builds strong relationships and works effectively in a team environment Utilizes strong problem-solving skills Maintains confidentiality of sensitive information always  Demonstrates flexibility and adaptability to changing priorities  Demonstrates initiative and drive to deliver positive results  Self-motivated, proactive, and able to act with a sense of urgency  Exercises independent judgment, confidentiality, and discretion and work with minimal direction Deliver assignments with a high degree of quality, accuracy, and timeliness without follow-up