Admin Specialist Iii (St Pete)

Title: Admin Specialist III (St Pete)    
Company: Peoples Gas System
State and City: Florida   -  St. Petersburg
Shift: 8 Hr. X 5 Days

WHAT YOU’LL DO

Under minimal supervision, perform a variety of administrative duties for manager or above to relieve them of routine administrative details.  Respond to non-routine, moderately complex inquires and customer calls concerning area activities with some degree of latitude and judgment using existing policies and procedures.

Day-to-Day Responsibilities: 

 * In addition to those defined in the previous levels, performs a combination of the following duties & responsibilities:

• Handle non-routine external and internal calls and inquires.  First level of support for problem resolution.  Compose and type routine letters and memoranda or answer routine correspondence not requiring supervisor’s attention. 
• Respond to somewhat complex administrative department or unit functions for review by supervisor. Coordinate with other support staff to ensure smooth implementation/completion of activities and workflow.  Make interpretations and recommendations as appropriate and provide guidance to less experienced administrative staff.  Assist in the training of new hires. 
• Records Management: Set up and maintain files of documents and records, ensuring accurate and logical organization of files, control confidentiality of files as necessary. Organize and maintain files of supervisor’s correspondence and records follow up on pending matters as needed.  Maintains confidential information 
• Coordinate budget preparation, perform variance analysis, project reforecasts, tracking, scheduling and reporting of information.  May handle more complex payrolls, involving knowledge and compliance with bargaining unit contracts.
• Data Analysis: Carries out special projects and assignments as requested; compile analyze and prepare data for administrative reports and presentations. Coordinate collection and preparation of operating unit reports.  Prepare special reports, gather and summarize data.  Prepare simple analyses of requested information or data. Upon request may assist with budget preparation. 
• Compliance Tracking, Scheduling and Record Keeping: Verify information and data for compliance with regulations and procedures. Assists in the coordination, tracking and completion of the annual compliance projects and maintains files for Annual PSC Inspection. Assists in filing the inspection report with DOT. Maintains compliance records for natural gas leaks on mains and services in leak tracking system. Assists in the maintenance of compliance related information in GIS. This may include scheduling and tracking compliance or collections related service or inspection orders. May also serve as appoint of contact for field personnel. 
• Perform additional duties and responsibilities and assist other personnel as needed. When called upon, provides back-up to the Work Coordinator function

What We’re Looking For

Must Haves:  

• High School Diploma or GED
• A minimum of two (2) years of work experience as an Administrative Specialist (Level 2) within TECO PGS; or minimum of four (4) years of administrative support related experience in a utility type of environment in progressively more complex roles/assignments.
• Must be able to successfully perform the duties and responsibilities required of previous levels in progression.
• Proficient in the use of electronic mail functions (email), including sending and receiving messages, attaching documents and appending carbon copies.
• Ability to operate a variety of basic and complex office equipment.
• Must be able to efficiently use computer hardware and software for spreadsheet design and data manipulation/analysis; produce graphic material and presentations.
• Ability to review and edit written materials for proper content, format, grammar, punctuation, and sentence structure.
• Ability to listen and take accurate notes based on verbal information.
• Ability to use good judgment, prioritize work assignments, work independently, be multi-tasked oriented and maintain effectiveness in a fast paced environment.
• Ability to use logic and common sense to solve problems, ability to read and comprehend policies, procedures and instructions.
• Ability to work well with all levels of anagement.
• Ability to use good judgment prioritize work assignment, work independently, be multi-tasked oriented and maintain effectiveness in a fast paced environment.
• Must be able to maintain confidential information; Customer Service skills; MS Word/Excel/PowerPoint.

Nice-to-Haves:

• Associate’s degree from an accredited college
• Knowledge of Company administrative policies and procedures, local operations, Company transaction codes and Peoples Gas geographic territory.
• Experience with utilities operations specific software systems, such as Powerplant, CIS/CRM, GIS.
• Knowledge of Company budgetary methodology and procedures, and other company policies. 

Competencies:

Takes Ownership and Acts with Integrity

Drives Operational Excellence for Customers

Builds Strong, Collaborative Relationships

Thinks Strategically and Exercises Sound Judgement

Speaks up on Safety, Health, and the Environment