Job Description

Administrative Specialist

Tampa, FL

Primary Duties & Responsibilities

• Handle the department’s routine/non-routine external and internal customer calls and inquiries. First level of support for communication and problem resolution. Compose and type routine letters and memoranda or answer routine correspondence not requiring the Manager’s attention. Interact with clients and vendors. Support Power Pros sales, communications, etc.
• Coordinate Training activities and workflow with other support staff to ensure smooth implementation/completion and support maintenance of training materials/ ST&E websites. Schedule classes for Apprentice, Smith System Drivers, Annual Compliance, and Substation Safety Awareness training programs. Reserve classrooms/conference rooms for ACT, Smith System and Environmental Audits. Place Telecom, Facilities, and IT service requests for classroom training needs. Support updating/loading of training modules to Apple hardware (iPads). Update the Environmental Oil Spill website, as well as the ST&E web page
• Maintain training data/records. Update ST&E MS Access database, Employee Training records in SAP, and the Switching & Tagging list to reflect current trained personnel access. Process and obtain proper authorizations for certificates of achievement. Run routine training reports.
• Prepare and process routine forms and documents following procedures, company standards, and regulatory compliance. Check documents for accuracy, completeness, and compliance, cross-referencing information as needed. Forms and documents include, but are not limited to: training rosters, purchase requisitions/orders, new hire clothing, tools, and materials orders, Veterans’ benefit forms, etc.
• Records Retention. Set up and maintain files of documents and records, ensuring accurate and logical organization of files, and control confidentiality of files as necessary. Maintain records according to Records Retention Rules.
• Create and maintain basic charts, graphs, spreadsheets, and reports. Prepare summary information for the manager’s review. Prepare and update recurring and routine internal reports, and collect and verify data.
• Organize and maintain the Manager’s correspondence and records, following up on pending matters as needed. Assist in overall coordination and data collection on a smaller, less complex budget. Process Expense Accounts, petty cash. May calculate and submit expense reports for the Manager.
• Perform general, routine office duties such as monitor inventory levels of office supplies and initiate purchase orders as necessary; pick up and deliver mail to STC General Office; print and post labor relations bids, corporate posters, etc.; create Substation Safety Awareness cards, decals and DOT, Smith System, Site Specific cards/paperwork.
• Key Internal: Directly interacts with both line employees and leadership teams within Energy Delivery.
• Key External: Interacts with state and local agencies on a wide range of matters, especially as they relate to ED certifications. Interact with customers as it relates to the Power Pro’s training programs.
• Occasional overtime is required during the Apprentice evaluation.
• Sitting, Lifting less than 15 lbs
• Perform additional duties as assigned.

Qualifications

• A high school diploma or equivalent is required.
• Minimum two years of administrative experience required, preferably in a utility environment.
• Must be able to refer to documentation or manuals/guidelines to resolve issues and have a foundation of process to provide some general assistance. Must be able to resolve a variety of issues/topics of non-routine nature with some independence. Good oral and written communication skills required.
• Must have good computer skills in spreadsheet design and data manipulation, graphic material presentation, mainframe downloads, report generation, some data entry, and word processing.
• Proficient in Apple software.
• Knowledgeable in iTunes, iBooks, and Apple configuration applications. (Moved from Required Education)

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