Immediate W2 contract position available in Birmingham, AL. - downtown
Estimated Duration: 3 years
Description:
The Administrative Assistant - TCC Operations provides general office and administrative support to the Alabama Control Center (ACC). The position will be responsible for time entry for a large team, including over 40 rotating shift workers; maintaining office and breakroom supplies; processing employee expenses; processing department invoices; meeting and event coordination; meeting and event meals and logistical support; and storm meals and logistical support.
Job Summary:
Provide expert-level administrative support and leadership to the team, leveraging over 11 years of experience to ensure seamless operations and enhance organizational efficiency.
Independently manage calendars, schedules, and appointments for team members, optimizing time management and prioritizing critical tasks.
Lead the coordination and organization of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions, with meticulous attention to detail.
Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite and other relevant software.
Conduct in-depth research, gather, and analyze data, and compile comprehensive reports to support strategic decision-making and planning.
Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
Oversee budget management, expense tracking, and financial reporting, ensuring accuracy and compliance with organizational policies.
Act as a primary point of contact for internal and external stakeholders, providing exceptional communication and interpersonal support.
Outstanding communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Job Responsibilities:
Time entry for a large team that includes 42 rotating shift workers.
Monitor and replenish general office and breakroom supplies to allow for continuous 24/7/365 operations.
Processing monthly and annual invoices
Processing Oracle Expense reports for employees.
Tracking and maintaining premium pay details for shift workers in Oracle HCM
General administrative tasks for the leadership team (3 managers and 8 supervisors)
Tracking/maintaining various information for the large team (completion status of tasks, purchases, employee directory, status reports, etc.)
Maintaining membership of multiple Outlook distribution lists.
Supporting logistics and catering associated with storm restoration which may require overtime and working outside of normal business hours.
Subject to call out (to the office) during storm restoration.
Coordinate meeting logistics and catering as needed. (reserve meeting space, provide agenda template and send to stakeholders to submit agenda topics, etc.)
Coordinate logistics and catering for holiday and special occasion luncheons as needed.
Monitor training laptops for timely and accurate check out and check in for tracking.
Follow up with employees when laptop locations are undetermined.
Prescription eye glass program administration for ACC employees.
Coordinate mail and package delivery and pickup for specific needs outside of normal service.
Submit work requests to facilities services (maintenance and custodial) for specific needs outside of normal service.
Knowledge, Skills, and Abilities:
Familiar working with common office technology - PC's, Mobile Devices, Video Conferencing, Cisco Phones.
Strong organizational skills.
Strong coordination skills.
Ability to multi-task and perform under pressure for extended periods of time without negatively affecting quality or quantity of work.
Ability to operate effectively within a large organizational structure.
Broad understanding of the company's policies and procedures (accounting, payroll, benefits, compliance).
Experience and Education:
Experience working with large teams preferred.
Experience working with the Oracle Fusion Cloud HCM suite of Human Resource products for time reporting, expense processing, invoice processing and other key HR functions is strongly preferred.
Experience working with the Microsoft suite of office products (Excel, Word, PowerPoint, Teams, OneNote, Outlook, Edge, etc.) is required.
Prior experience using Schedule Anywhere is a plus.
Experience coordinating logistics for meetings and luncheons (reserving rooms, sending calendar requests, agenda prep, catering, refreshments, etc.).
Leadership/Behavioral Attributes:
Recognized as a role model in safe behaviors, intentional inclusion, integrity, and performance.
Motivated. Drives and delivers quality results in current position.
Makes timely decisions.
Excellent communication skills (oral and written).
Listens objectively for understanding.
Ability to effectively negotiate for win-win solutions.
Shows respect for others and seeks to understand differences in other's opinions, values, and work approaches.
Able to adapt to quickly changing priorities and short-notice requests.
Builds effective work relationships with all levels of the organization.
Builds support to ensure plans and initiatives can be completed.