Senior Administrative Assistant

At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. Its core to our DNA and we haven't stopped since we started in 1888. We energize lives, strengthen communities and drive advancements in energy that promote social, economic and environmental progress. We're always on the lookout for people passionate about leading and being a part of teams that are advancing innovative clean energy solutions that are also affordable and accessible to all. Summary Utility Asset Management Administrative Support provides a full range of administrative support to management and team(s) to enhance efficiency and support achievement of business goals. This position will support the team's ability to better serve our internal and external customers. UAM has grown tremendously and there is an increased need for continued administrative support. With robust customer service skills, an effective assistant contributes enormously to our productivity, helping team members focus on critical issues to effectively serve our key customer accounts. Career Level Summary Senior Administrative Assistant 6654 Grade 4 Career Level: B3 Senior: Requires specialized skills or is multiskilled, developed through job-related training and considerable on-the-job experience Completes work with a limited degree of supervision Likely to act as an informal resource for associates with less experience Key Responsibilities Provides administrative support to a manager and her/his team(s); receives visitors for UAM, incoming mail and refers to appropriate staff member or PGE department or independently handles routine matters; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries. Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects. Communicates assignments and directives from manager to team; tracks and follows up to ensure completion. Schedules meetings and appointments and travel arrangements (flights, hotels, transportation) for manager and staff. Coordinates, schedules and confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested. Qualifications Education/Experience/Certifications Required: Education High school diploma or equivalent. Experience Preferred: five or more years in progressive administrative support and secretarial positions or a related field. Desired: Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization. Intermediate skills in applying procedures and practices within the framework of established guidelines. Intermediate knowledge of the organization, functions, key personnel and sources of information of the department/facility served. Joint Use Experience Coupa Experience Knowledge of Maximo a plus, Utility experience a plus Competencies Functional Competencies: Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar. Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization. Intermediate skills in applying procedures and practices within the framework of established guidelines. Intermediate knowledge of the organization, functions, key personnel and sources of information of the department/facility served. Working knowledge of the company's budgeting procedures Intermediate knowledge of purchasing methods for materials and equipment. Intermediate knowledge of time and attendance reporting policies, procedures and requirements. Basic knowledge of state and federal employment and wage and hour laws. Basic knowledge of PGE's policies, procedures, benefit plans and collective bargaining agreement. Basic knowledge of PGE's policies and procedures for recruiting and hiring. Working knowledge of PGE's sourcing/contracting policies and procedures. Intermediate computer skills using administrative software applications: Microsoft Office (Word, Excel, PowerPoint, SharePoint), eRecords, Maximo, Peoplesoft, Powerplant, myTime and other corporate software systems for entering and processing data. Working skills using office equipment, including copiers, printers and phones. Working database management skills. General Competencies: Intermediate business process interrelationships skills. Intermediate decision-making skills. Intermediate influence skills. Intermediate interpersonal skills. Intermediate negotiation skills. Intermediate organization and prioritization skills. Intermediate problem-solving skills. Advanced written and oral communication skills. Working delegation skills. Physical, Schedule/Attendance and Cognitive Demands Cognitive Level: Intermediate: Consistent use of relevant principles to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists. Cognitive: Ability to adhere to set response times, deadlines and time-sensitive tasks Ability to follow accuracy standards Ability to follow through on decision-making tasks Ability to interact effectively and collaboratively within a team environment Ability to communicate and problem solve when under stress Ability to respond and adapt to frequent change Ability to accept and demonstrate self-awareness when provided constructive feedback Ability to discern feedback and acknowledge ownership of areas of improvement Ability to avoid future mistakes by applying reasonable skills to new but similar work situations or tasks Ability to successfully collaborate with peers, managers and others within the organization Demonstrates sound memory Ability to process new information to be applied consistently to work tasks Schedule/Attendance: Ability to adhere to pre-established schedule, including start/stop time and break/lunch schedule [typically for nonexempt positions, although some exempt positions may have an established start/stop time] Ability to work long hours [typically for exempt positions; if included in nonexempt positions, overtime applies] Ability to work a variable schedule Ability to report to work and perform work during periods of severe inclement weather Ability to consistently meet attendance standards for regular, reliable, predictable, full-time attendance Ability to work shift schedule Ability to work on-call schedule Physical Capabilities: Frequent driving/travel/commute within service territory Computer use (use computer regularly for entire work shift) Lifting/pushing/pulling/carrying up to 10 lb Unstable surfaces requiring balance: Walking distances and surfaces (long distances and over rough, uneven or rocky surfaces) Environment: Office, Field Compensation Range: $26.15 - $39.23 Actual total compensation, including a performance based incentive bonus, is commensurate with experience, skills, qualifications, education, training, and internal equity. While we anticipate the selected candidate for this position will fall towards the middle or entry point of the compensation range, the decision will be made on a case-by-case basis. PGE believes in rewarding dedicated performance. We provide a total rewards package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future. To find out more, click here (. Join us today and power your potential Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric. PGE is committed to diversity and inclusion in the workplace and is an equal opportunity employer. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law. PGE does not discriminate on the basis of disability. We recognize individuals have a variety of abilities to offer and we believe there is much to value and celebrate by incorporating different abilities into the work we do. One very important way we live this out is in our application and interview process. We work hard to support individuals who may need an accommodation to fully participate in these processes. If you feel you may need an accommodation, or would like to request one, please notify the Talent Acquisition Specialist (Recruiter) associated with the job posting. You may also make this request by contacting or by calling . The Recruiter will provide information and next steps for the accommodation process. Our Diversity, Equity & Inclusion (DEI) team is also available for support. You can contact them at . To be considered for this position, please complete the following employment application by the posting close date. Posting closes at midnight (Pacific Time) on the closing date below. If no date is listed, job is open until filled.

Created: 2024-10-25