Administrative Assistant

Job Description: Job Summary
This position performs administrative/clerical functions/tasks necessary to support the Department /Group with in the Utility that are diverse and may be sensitive or confidential in nature
Providing high quality administrative and clerical support to various levels of management throughout the Utility handling various routine / non-routine assignments, projects or other related administrative type matters
Provides back up support in the absence of other administrative positions within the Utility
This is a hybrid role and duties may vary based on onsite location or working remotely.

Job Responsibilities
There will be one generic administrative job description across the Utility where the specific job duties / responsibilities will align with the Line of Business they are associated with, providing / needing maximum flexibility to move Employees around, as deemed necessary.
Responsible for administrative / clerical functions necessary to support the Department /Group or the Utility, including but not limited to maintaining files, updating departmental lists, tracking deadlines, all aspects of correspondence, organizing and facilitating conferences and meetings, processing expense reports, ensuring timely file close-outs and receives and processes incoming mail
Works independently and as a member of cross-functional teams on confidential, time sensitive assignments using judgment and initiative.
Prepare, proofread and edit documents for accuracy and completeness.
Perform clerical duties that include typing and filing.
Screen, direct and prioritize incoming correspondence and phone calls to appropriate parties.
Maintain and coordinate calendars.
Responsible for time administration, management of work orders, invoicing, maintaining schedules and facility compliance commitment tracking, maintaining personnel records, including absenteeism and vacations
Research issues and prepare summaries, memos and other necessary documents, as needed
Draft, proofread and edit documents as necessary
Create or maintain databases
Act as a liaison between internal and external stakeholders, as needed
Identify needs and gaps within the organization related to administrative activities and partner closely with the team to suggest solutions/project resource and research vendors, programs, etc.
Provide assistance to new employees through the onboarding process
Maintain and handle confidential information with discretion
Provide backup coverage to other administrative support within the Utility or other organizations as needed
Perform Cross-departmental support in a matrixed environment (e.g., 50% Gas and 50% Customer Care)
Process customer payments (e.g
stage payments for engineered solutions), perform invoice review and verification (e.g
customer calls, detailed invoice line item checks, etc)
Work off hours during emergent conditions
Perform other work-related duties as assigned

Job Specific Qualifications

Required
High school diploma or GED
5+ years of previous administrative / clerical experience or of relevant experience
Strong organizational and time management skills, with strong attention to detail and solid ability to take ownership of multiple projects and requests
Excellent oral & written communication and interpersonal skills with demonstrated ability to interact effectively and work well with individuals at all levels of the organization
Write clearly and informatively; edits work for spelling and grammar, varies writing style to meet needs, able to read and interpret written information
Must have the ability to work well under pressure, meet deadlines and identify and resolve problems in a timely manner
Strong overall administrative skills including, time administration, travel, expense reports, copying, scanning and coordination of filing
Solid knowledge of Microsoft Office and various software applications, Knowledge of Word, Excel and PowerPoint.
Must have knowledge of *** systems, including but not limited to SAP, Concur, Outlook
Performs routine and as-assigned tasks including but not limited to: calendar management, electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form
Willingness to learn new processes, procedures and software applications
The ability to work independently and effectively handle multiple tasks simultaneously under pressure, completing assignments with close attention to detail and in a thorough, accurate and timely manner.
Strong customer/client focus and teamwork skills.
Must be a self-starter who is detailed-oriented, and has strong organizational skills and the ability to work independently with a high degree of accuracy scheduling in-person meetings, WebEx and skype meetings, conference calls, as necessary and have strong follow-up skills.
Must maintain a high degree of confidentiality and be able to effectively communicate with all levels throughout *** and externally
Candidate must foster an inclusive work environment and respect all aspects of diversity
Successful candidate must demonstrate and value differences in others' strengths, perspectives, approaches, and personal choices
Candidate will be required to work off hours during emergent conditions

Minimum Years of Experience
5 years of experience

Education
High School

Work Location: 4040 Quakerbridge Rd Lawrenceville & 150 Circle Ave Clifton