Office Coordinator (Kauai)

Overview:

PURPOSE STATEMENT:

Under the daily/routine supervision of the Supervisor, Administration, performs a variety of administrative duties and support.

Responsibilities:

ESSENTIAL JOB FUNCTIONS/ RESPONSIBILITIES

- Coordinates, develops, and implements general office activities for the effective and systematic processing of data and paperwork.

- Provides administrative support. Completes tasks relevant to overall administration/operations support including, but not limited to:

- Handling all incoming calls; receives call, transfers to appropriate employee, takes message, or attempts to resolve issues within scope of knowledge and authority.

- Receiving and docketing incoming mail;

- Organizing and maintaining files and logs to include personnel files, compliance training records, truck files, keep jurisdictional holder files, customer information;

- Processing invoices, expense reports, p-card statements, and bad debt reports;

- Accurately preparing routine forms, memoranda and other business correspondence and documents;

- Composing routine correspondence and other documents;

- Responding to outside requests with supervision and guidance from the Operations Superintendent.

- Creates requisitions and makes direct purchase of office supplies and other materials as instructed; coordinates vendor services; reconciles p-card summaries.

- Schedules delivery tickets and maintenance service orders for residential and commercial accounts. Inputs and prints all gas delivery tickets when needed and credit checks all delivery tickets and service orders prior to implementation.

- Handles employee-related issues for personnel as directed by Supervisor, Administration, such as vacation/leave requests, timesheet/paycheck matters, change of status/address, training requirements, etc.; monitors vacation/leave requests and reconciles. Maintains monthly events calendar, schedules safety meetings, and maintains the weekly callout list.

- Compiles, prepares, or assists in preparing/analyzing various data and reports.

- Assists other primary administrative support personnel from other departments and may assume their duties in their absence.

- Administers petty cash fund to include payment for meal allowance requests and per diem vouchers. Responsible for the administration and control of the Petty Cash Fund.

- Performs as Payroll Coordinator, ensuring proper coding, accuracy, and timely submission of time sheets; resolves issues with the Payroll Administrator.

- Performs as Bulletin Board Coordinator ensuring all mandated postings are properly posted and where applicable timely posted and removed; ensures that postings are authorized and removes those that are not.

- Interacts with the public and with all gas customers in a professional and courteous manner where required; assists them in resolving issues or refers them to the appropriate department.

OTHER FUNCTIONS/RESPONSIBILITIES:

- Maintains assigned work area and equipment in a clean, orderly, and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.

- Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.

- Performs all other related duties as instructed by supervisor/manager.

Qualifications:

JOB QUALIFICATIONS:

Required Education and/or Work Experience:

- Two-year business college degree with approximately three years’ administrative experience.

- Possesses good working knowledge of office procedures and practices.

- Demonstrated administrative and organizational competence.

- Strong computer skills in Microsoft Word, Excel, Access, and Power Point or comparable programs, with working knowledge of customer information and scheduling and financial systems such as ORCOM, Great Plains, Cargas, and CIS.

- Good basic math skills and statistical typing.

- Proficient with all types of office equipment.

Preferred Education and/or Work Experience:

- Prior experience in a utility/service-related industry.

Required Licensure, Certification, Registration or Designation:

- Valid Hawaii Driver's license.