Administrative Assistant

JOB DESCRIPTION

Position Summary

Standard Operations Position. Perform a wide range of field work support activities, including the processing of completed work orders. Perform administrative support functions such as data entry, time reporting reconciliation, expense reporting, customer service, and general office management. Ensure a high level of accuracy within all operating systems to support data integrity and process adherence.

Essential Responsibilities

• Field Work Support: Receive and complete job closeout of all work packets within various systems. Assess and monitor requirements for job closure. Analyze reports to verify labor and equipment charged to each work, job, trouble and miscellaneous order.
• Time and Expense Reporting: Understand procedures and rules associated with time and expense reporting for union/non-union employees. Conduct periodic reviews of time reports and expenses to ensure report integrity and accuracy. Maintain proficiency in required timekeeping systems.
• Office Management and Customer Service Support: Coordinate and initiate individual and group meetings as well as travel arrangements for the field operations department. Arrange schedules for management staff. Order office supplies and maintain equipment as needed. Greet and direct customers and answer phones. Serve as primary on-site contact for contractors and vendors where appropriate.
• Data Entry and Maintenance: Perform data entry and copying of drawings and forms. Assist as needed with record and document management functions including filing, record retention, and archiving and storing documentation associated with work orders once closed. Support KPI tracking and reporting.
• Compliance Auditing: Assist with audits as well as Finance, Engineering and Field Operations activities related to compliance with internal business rules as well as state and regulatory requirements. Produce required compliance reports.
• Safety Support: Assist in the tracking of safety training completion. Ensure safety verifications on equipment is complete. Order and manage safety equipment and supplies. Organize block training events, safety celebrations and meetings.
• Emergency Assistance: Provide assistance during emergency operations.

Minimum Requirements

High School diploma or GED and 3 years field related experience OR an Associate or Bachelor's Degree with 1 year of relevant experience in construction, office management, administrative support, project management/coordination, or customer service. Utility experience preferred. Requires a broad knowledge of department operations and policies. Proficient in the use of Microsoft Office applications and work management database applications

Job Details and Requirements Section

1. Explain what the scope of the work/project is? Project Overview, deliverables (what is this person responsible for).

The Administrative Assistant will primarily manage payroll/time entry systems, assign field crew work via MWM, monitor yearly meter exchanges, and track compliance work. Additional duties include phone/email communication with customers, ordering office supplies, handling mail, and general office support tasks.

2. What does a typical day look like?

The candidate will work onsite from 7:30 AM to 3:30 PM, performing administrative duties like updating time systems, communicating with crews/customers via phone or email, and completing daily office operations.

3. Describe work environment / team culture (supportive/collaborative, teamwork or individual contributor)?

Supportive and structured. While tasks vary daily, there's a consistent structure with teamwork and independent duties involved.

4. Can you elaborate on any potential risks or safety considerations associated with this role, particularly if the responsibilities extend beyond a standard desk or office environment?

No significant safety concerns; the role is strictly office-based with no field work expected.

5. What are the work hours/shift (standard, evening, full time/part time, OT required, on-call for 24/7 operation)?

Full-time, Monday–Friday, 7:30 AM–3:30 PM. Occasional overtime may occur depending on customer or business needs.

Candidate Detail Section

1. What are the top 3-5 skills and qualifications (technology/application/software, etc.) required?

· High School Diploma or GED

· Microsoft Office (Excel) proficiency

· General administrative/office equipment knowledge

· Customer service experience

· Valid driver's license

2. What non-technical skills are necessary (i.e., such as communication, problem solving, team player)?

· Strong communication skills

· Positive attitude and willingness to learn

· Reliability and consistency

· Ability to work independently and as part of a team

3. Ideal candidate background and how many years required?

Entry-level. Open to candidates straight out of high school or with limited office experience. College degree is welcome but not required.

4. Are there any specific companies you like to see on a candidate's resume?

N/A

5. Are there any certifications that the candidate must possess?

N/A

6. Are there any preferred or "nice to have " skills?

· One year of administrative experience

· Prior customer service background