Administrative Assistant (Technology Organization Field Operations)
Job Summary
The administrative assistant position will provide support to the Technology Organization Field Operations Group (North Alabama Region). This position will support the projects and operations team(s) and will be responsible for administrative support including but not limited to:
- Processing employee time
- Maintain employee training records
- Maintain group schedules and calendars
- Prepare monthly procurement card expense statements for supervisors, staff, & self
- Order leased equipment for supervisors and staff
- Plan and organize meeting arrangements for supervisors and staff
- Make travel arrangements for supervisors and staff
- Prepare presentations for supervisors
- Order and maintain office supplies for the department
- File, dispense mail, fax, and copy documents as needed
- Take calls for supervisors
- Participate in special projects
Additionally, this position is responsible for invoice processing, budget preparation and tracking of office administration expenses, video conference scheduling, coordinating departmental events, creating pipeline reports, and other department specific requirements. This position may often provide backup for additional areas including other Field Operations Groups (South Alabama Region) and provide geographical support for the Field Operations Fiber Group. This role will require days in the office to manage the needs of the organization.
Job Requirements
- High School diploma required. College degree preferred
- Minimum two (2) years in an administrative support role preferred
- Previous experience providing administrative support or relevant work experience in a customer service /support role is preferred
- Experience supporting a large department is highly desired
- Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings as necessary
- Experience taking initiative and being a self- starter with day-to-day responsibilities
- Qualification of Pre-Employment Clerical Test
- Experience with business expense processing, timekeeping, and travel arrangements preferred
- Experience SCOTT travel site is a plus
- Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is desired, but not required
Knowledge , Skills , and Abilities
- Ability to multi-task to organize, prioritize, and perform activities for multiple personnel at various levels within the department, determine priorities and meet required deadlines with minimal supervision.
- Excellent interpersonal skills and customer service skills required along with excellent written and verbal communication skills
- Proficiency in Microsoft Office products (Word, Excel, Power Point, Access, and Outlook) strongly desired.
- Proficiency in Oracle or similar type program for time, expenses, and invoice entry and processing
Behavioral Attributes
- Possess and display behaviors consistent with Our Values
- Maintain a professional demeanor
- Maintain confidentiality of sensitive information at all times
- Demonstrate flexibility and adaptability to changing priorities
- Demonstrate initiative and drive to deliver positive results
- Must be a team player who is customer focused and service oriented
- Able to exercise independent judgment and discretion while working with minimal direction
