Office Support Associate

Office Support Associate

Onsite

POSITION SUMMARY:

This position provides administrative support of advanced complexity for an assigned area. The position performs office workflow tasks which include procurement of office supplies and related items, scheduling meetings, assisting in resolution and follow-up of operational problems and coordinating department programs. Gathers and enters information from different systems, departments, sources or multiple data sets and reconcile, validate, resolve discrepancies and make corrections. The job requires working with documents, reports and correspondence within assigned department, between other areas and/or related to regulations, labor contracts and training. Additionally, provide administrative support for projects, participate as project team member. Responsible for handling documentation for P-cards, P.O.s, invoices, check requests and run, print and submit the department monthly budget report and assist in annual budget preparation.

SUPERVISION/DIRECTION RECEIVED: Under limited supervision where the work assignments are subject to instructions and established work routines and the worker has to rearrange the sequence based on changing work situations or workflow.

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of procedures, functions and specialized terminology of the unit to which assigned

• Knowledge of standard office practices and procedures

• Knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)

• Ability to use word processing, spreadsheet and applications specific to the departmental functional programs i.e. MAXIMO, Oracle

• Skill in operation of computer hardware and software including word processing, spreadsheet and software unique to functional area.

• Skill in making and verifying mathematical and statistical calculations

• Skill in establishing and maintaining information, record, document and file systems (electronic and manual)

• Ability to understand and apply job related materials specific to area

• Ability to prepare reports from general information

• Ability to gather information from customers (internal and/or external), applicants and general public and communicate effectively (written and verbal)

• Ability to establish and maintain effective working relationships inside and outside the client

• Ability to follow oral and written instructions

• Ability to grasp new ideas and learn new skills, technologies

• Basic knowledge of accounting practices

• General knowledge of safety practices

• General ability to schedule and coordinate meetings and events within unit to which assigned

KNOWLEDGE, SKILLS & ABILITIES (con’t):

• Ability to understand and resolve unusual external and internal customer issues

• Ability to work effectively across processes ensuring effective application of procedures, practices and measurements

• Ability to develop improved office procedures, identify and resolve operational problems

EXAMPLES OF WORK:

• Maintain adequate inventory of office supplies and related items, coordinate purchasing, arrange pick-ups and deliveries, distribute, coordinate repairs of office equipment

• Maintain calendars, schedule, coordinate, type agendas and capture minutes for regular meetings: departmental, training, safety, apprentice subcommittees, conference calls

• Schedule and coordinate other activities in department: luncheons, charities, blood drives, substance testing

• Schedule appointment of field personnel with utility users, schedule and coordinate community events, schedule meetings with vendors

• Coordinate travel and prepare expense reports

• Gather, enter or update routine, easily available data, produce, save, print, submit, store or retrieve data files and reports

• General research, interpretation and analysis of routine data, transform data into useful information, understand the effects and results of the information

• In depth research, investigation of unusual data, analyze information from special situations or unique events, put together data from different systems, validate data, produce information leading to action or potential solution

• Type, print, copy, maintain report and document files, in paper or electronic files, operate computer hardware and software, printers, copiers, fax machines and calculators

• Prepare, distribute and file documents, forms, reports or correspondence of the area assigned, or concerning to other departments or with reference to external regulations, labor contracts, certifications and training

• Produce and distribute monthly budget variance report

• Process capital requisitions, procurement cards, purchase orders, invoice payments, check requests

• Perform other job-related work as assigned.