Administrative Specialist Position Available In Hillsborough, Florida

PRIMARY DUTIES & RESPONSIBILITIES

Customer Support & Communication

• 10% Handle routine/non-routine external and internal customer calls and inquiries. Serve as first-level support for communication and problem resolution. Compose and type routine letters and memoranda; respond to correspondence not requiring manager’s attention. Interact with clients and vendors. Support Power Pros sales and communications. Training Coordination
• 15% Coordinate training activities and workflow with support staff to ensure smooth implementation and maintenance of training materials and ST&E websites.

Schedule classes for Apprentice programs, Smith System Drivers, Annual Compliance, and Substation Safety Awareness. Reserve classrooms/conference rooms for ACT, Smith System, and Environmental Audits. Submit Telecom, Facilities, and IT service requests for classroom needs. Support updating/loading of training modules to Apple hardware (iPads). Maintain Environmental oil spill website and the ST&E web page. Training Records Maintenance

• 10% Maintain training data/records. Update ST&E MS Access database, SAP Employee Training records, and the Switching & Tagging list. Process and obtain authorizations for certificates of achievement. Run routine training reports. Document & Forms Processing
• 15% Prepare and process routine forms and documents following procedures, company standards, and regulatory requirements.

Verify documents for accuracy, completeness, and compliance.

Examples include:

training rosters, purchase requisitions/orders, new hire clothing/tools/material orders, and Veteran’s benefit forms. Records Retention

• 10% Set up and maintain organized and confidential files. Ensure compliance with Records Retention Rules. Reporting & Data Analysis
• 10% Create and maintain basic charts, graphs, spreadsheets, and reports. Prepare summary information for management review. Collect and verify data for recurring internal reports. Manager Support & Budget Coordination
• 20% Organize and maintain manager’s correspondence and records; follow up on pending matters. Assist with coordination and data collection for smaller, less complex budgets. Process expense accounts and petty cash. Calculate and submit expense reports for the manager. General Office Support
• 10% Monitor and order office supplies as needed.

Deliver and pick up mail. Print and post labor relations bids, corporate posters, etc. Create Substation Safety Awareness cards, decals, and paperwork (DOT, Smith System, Site-Specific). Additional Duties Perform other duties as assigned.

SUPERVISION

No direct supervisory responsibilities.

RELATIONSHIPS

Internal:

Regular interaction with line employees and leadership within Energy Delivery.

External:

Interaction with state/local agencies regarding ED certifications and with customers for Power Pro’s training programs.

QUALIFICATIONS

Education Required:

High school diploma or equivalent.

Experience Required:

Minimum two years of administrative experience, preferably in a utility environment.

Knowledge/Skills/Abilities Required:

Ability to reference documentation or manuals to resolve issues. Basic understanding of processes; able to handle a variety of non-routine topics independently. Strong oral and written communication skills. Proficiency in spreadsheets, data manipulation, graphics, mainframe downloads, report generation, data entry, and word processing.

Preferred:

Proficiency in Apple software, iTunes, iBooks, and Apple configuration tools.

JOB-RELATED DIMENSIONS

(Core Dimensions) Business & Job Knowledge

• Judgment
• Ownership & Excellence
• Produce Results
• Teamwork
• Work Safely
• Planning & Organizing Ability to Learn Communication & Presentation Skills

WORKING CONDITIONS

Office environment Occasional overtime required during Apprentice evaluations

PHYSICAL DEMANDS/REQUIREMENTS

Sitting Lifting less than 15 lbs.