Administrative Assistant - Transmission

Entergy; Louisiana; On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to provide comprehensive support to management and staff. This role involves coordinating administrative functions, managing calendars, and preparing reports. The ideal candidate will demonstrate exceptional organizational and communication skills, ensuring smooth operations within the department. Join a dynamic team where your contributions will enhance efficiency and support critical projects. This position offers the opportunity to grow in a collaborative environment while playing a vital role in organizational success.

Qualifications

• Requires strong typing ability and proficiency in MS Office tools.
• Must maintain confidentiality and possess strong organizational skills.

Responsibilities

• Provide administrative support including scheduling, correspondence, and document preparation.
• Manage departmental affairs including invoice processing and supply procurement.

Skills

MS Office (Word, Excel, PowerPoint)

Typing

Customer Service

Organizational Skills

Interpersonal Skills

Confidentiality

Written Communication

Verbal Communication

Internet Research Skills

Education

Vocational Training or Equivalent Experience

Tools

SharePoint

Job description

Posting End Date:01/27/2022

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This position will be filled as an Administrative Assistant I, II, III based on qualifications and experience of the selected candidate.

JOB SUMMARY/PURPOSE:

This position will coordinate all administrative functions and provides multifaceted administrative support to department management and staff. Responsibilities typically include assisting with the creation of contract requisitions, processing and verifying of invoices, scheduling appointments, coordinating incoming mail, maintaining the calendar, making travel arrangements, arranging meetings, etc. Responsibilities also may include running and tracking projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics, and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects.

JOB DUTIES/RESPONSIBILITIES:

-Provide secretarial and administrative support to Staff and Managers.
-Manage calendar, schedule events, travel arrangements, departmental meetings, and arrange conference calls.
-Manage correspondence and routine documents and presentations given minimal direction. Prepare documents, spreadsheets, presentations, interoffice correspondence, and copies.
-Manage administrative affairs of the department including invoice processing, supply equipment procurement, training records, etc.
-Handle multiple assignments, work within deadlines, and maintain confidentiality of departmental issues.
-Be proactive in forwarding work issues to the appropriate managers/supervisors.
-Inventory upkeep and ordering of supplies.
-Assist with the coordination of storm related activities.
-Creating requisitions for contracts, forwarding to appropriate parties for final signatures.
-Assisting with the timely processing and verifying of invoices.
-Keeping track of records /document retention hard files and electronic.
-Safety – arranging/coordination of safety meetings for the group and making sure the office environment is safe.
-Arranging periodic staff meetings, capturing meeting minutes, and action items.
-Completes a broad variety of administrative task for themanagers including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans.
-Record keeper for files within the departments span of control.
-Supports staff in issues resulting from equipment malfunction to either repair the issues or contact the appropriate remedy representative.
-Prioritize conflicting needs; handles matters expeditiously, proactively follows through on items to successful completion often with deadline pressures.
-Responsible for Vendor contract maintenance not limited to tracking spending ceiling limits, payment submission and end date extensions.
-Highly resourceful team player, with the ability to also be extremely effective independently.


MINIMUM REQUIREMENTS

Minimum Education:

-Typically requires vocational training, apprenticeships, or the equivalent experience in related field (not typically required to have a four-year degree).


Minimum Experience:

-Administrative Assistant I: 0 - 2 years
-Administrative Assistant II: 2 - 4 years
-Administrative Assistant III: 4 - 6 years


Minimum Knowledge, Skills, and Abilities:

-Must have typing ability.
-Must be proficient in MS office tools – Word, Excel, and PowerPoint, etc.
-Requires good customer services experience.
-Requires the ability to maintain confidentiality.
-Preferred:
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-Strong organizational skills that reflect ability to perform and prioritize task with strong attention to detail.
-Very strong interpersonal skills and the ability to build relationships with all members across the organization.
-Expert level of written and verbal communication skills.
-Requires strong computer and internet research skills specifically PowerPoint and excel.
-Ability to handle confidential information with discretion, be adaptable to various competing demands.
-Demonstrate ability to achieve high performance goals and meet deadline in a rapidly changing environment.
-Experience with SharePoint a plus.


Any certificates, licenses, etc.:

-Must be EEI SASS Test Recommended.
-Candidates selected to take theSASS Test will be invited via e-mail. *MONITOR YOU SPAM/JUNK EMAIL FOLDER.
-Please note on your resume if you are SASS recommended.


#LI-DNI

Primary Location: Louisiana-New Orleans
Job Function: Professional
FLSA Status: ((customString3))
Relocation Option: No Relocation Offered
Union description/code: ((customString5))
Number of Openings: 1
Req ID: 119019
Travel Percentage:Up to 25%

An Equal Opportunity Employer, Minority/Female/Disability/Vets. Please click here to view the full statement.

One way that Entergy has found to identify and assess the abilities and skills needed for certain jobs is through pre-employment testing. If this position does require an EEI test, the type of test will be located under the qualifications section of the job posting. If you are invited to a test session, we strongly recommend you review and complete the practice test as well as review the testing brochure for your respective test. The test brochure will give you critical information on the test such as time allocated and number of questions. Also, keep in mind that the actual test is timed; you should practice timing yourself while doing the practice tests. The practice test information and test brochures can be located by going to the EEI website,eei/practicetests, Logon ID:entergy, password: practice test (2 words).Travel expenses incurred in connection with EEI testing are non-reimbursable.

In addition to EEI testing there is also Fit-for-Duty testing which will identify and assess the abilities and skills needed for certain jobs. If this position does require Fit-for-Duty testing, the type of test will be located under the qualifications section of the job posting.

WORKING CONDITIONS:
As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.

Please note: Authorization to work in the United States is a precondition to employment in this position. Entergy will not sponsor candidates for work visas for this position.