Assistant , Office

Full-time position requiring the individual to work five days a week in the office, providing intermediate-level administrative support to a department or Service Center.

• Daily Tasks:

  • Coordinates office administrative functions

  • Answers and screens incoming calls

  • Reviews and screens email

  • Checks in and escorts visitors

  • Opens and distributes mail

  • Performs word processing and data entry

  • Maintains files

  • Orders supplies

  • Reviews and/or verifies payroll

  • Forwards information to internal departments for processing

  • Performs photocopying and scanning of documents as required to file and/or upload into systems of record

• Safety

  • Updates and maintains safety related materials and other related documentation to ensure visibility and compliance

  • Escalate facility hazards to management and the Facilities Department for correction

• Accounting & Materials Management

  • Coordinates purchasing card activities, billing, and invoicing; reviewing and reconciling purchasing card expenses and entering into Oracle Financials for payment processing.

  • Prepares and enters purchase orders or voucher requests into Oracle and Maximo Financial portals

  • Interfaces with vendors and contractors

  • Tracks paid invoices for budget reconciliation and planning

  • Review and process supplier inventory statements for leadership approval

• Customer Service

  • Serves as liaison for addressing customer service inquiries; research, resolves, tracks, and responds to inquiries with minimal guidance.

  • Partners with Customer Contact Center during periods of high demand to maintain acceptable service levels

• Facilities Management:

  • Escalate issues/concerns to management and submit requests to the Facilities department for correction

• Record Keeping and Data Analysis

  • Maintain hard copy and digital documents, spreadsheets, and databases entries; performs queries; compiles data and prepares reports.

  • Adheres to the records retention policy, ensuring compliance

• Office Meetings and Engagements

  • Coordinates and schedules meetings

  • Sends invitations and reminders

  • Arranges refreshments/meals

  • Performs room setup

  • Prepares materials and audio-visual equipment

  • Prepares agendas, documents, and PowerPoint presentations

• Collaboration

  • Collaborate with office assistants throughout Atlanta Gas Light and Chattanooga Gas Company on projects and for general learning opportunities.

• Community Engagement and Volunteerism

  • Support, coordinate, and participate in external promotional and/or volunteer experiences across the community

  • Track regional employee participation and process charitable donations as needed

• Performs other support duties specific to functional department.

• Reviews budgeted vs. actual expenses for variance, tracks expenses.

• Monitors open and pending work orders

• Serves as central point for information requests and/or information distribution (e.g., announcements, reminders, bulletin boards) pertinent to department or service center.

• Coordinates travel arrangements (e.g., air, hotel, ground transportation, restaurants).

• For Senior level office assistants: provide general oversight and direction of daily activities of office assistants in the same region.

Required:

• High school diploma or GED

Required:

• 2-4 years support or administrative experience
• or
• Equivalent academic education and experience

Required:

• MS Office Suite (Word, Excel, PowerPoint, SharePoint etc. – intermediate proficiency)
• Oracle and Maximo Financial and Human Resources – basic proficiency
• Ability to communicate with all levels of a diverse organization
• Flexibility
• Attention to detail

Executing for Results Collaboration and Building Relationships

Learning and Critical Thinking Industry Knowledge/Business Acumen

Honoring Corporate Values & Standards

• Office environment five days a week (Monday-Friday)

• Keyboarding = 60-80% Constant

• On-call = none

• Limited overtime

• Travel = none

This information describes the general nature and level of work performed by employees in this job. The description is not designed to be a comprehensive inventory of…