Address
Form of workTitle: Senior/Lead Administrative Specialist Progression
Company: Tampa Electric Company
State and City: Florida - Tampa
Shift: 8 Hr. X 5 Days
TITLE: Senior/Lead Administrative Specialist Progression
PERFORMANCE COACH: Manager Distribution Design & Engineering (DD&E)
COMPANY: Tampa Electric Company
DEPARTMENT: Distribution Design & Engineering; Electric Delivery (ED)
POSITION CONCEPT
Administrative Specialist provides administrative and technical support to the leadership team in the DD&E organization by performing general administrative activities and departmental coordination duties of varying scope and complexity. Assisting with inter-department communications. Duties often involve administrative projects with critical time paths. Provide budget support for all DD&E Cost Centers to include but not limited to budgeting forecasts and updates, expenses, and data input for the department. This also includes the creation and maintenance of electronic files for Purchase Requisitions and other critical documents.
PRIMARY DUTIES AND RESPONSIBILITIES
1. Provides administrative support to the DD&E leadership team as necessary. Duties included, but not limited to, copying, mailing, filing, data entry, ordering office supplies, document retention, travel arrangements, conference registrations, and other similar tasks as requested.
2. Validate cost centers financial charges monthly to ensure proper accounting disbursement practices are followed; create purchase requisitions (PR) and service entry sheets (SES) in SAP, accrue expenses monthly, follow-up on invoice discrepancies; reconcile Visa statements; correct receiving orders.
3. Support with the coordination of service area cost centers' departmental budgetary reforecasts and variance analyses and coordinate other special projects to ensure business plan goals are met in accordance with the ED Financial Reporting Schedule. Support activities in preparing monthly forecasts, monthly variance reporting & analyses and the annual budget through SAP modules.
4. Provide technical support and expertise related to Microsoft Office Suite (Word, Excel, Access, and Power Point), WorkPro work order system, and SAP system (basic/admin desktop and payroll functionality); provide training, generate reports, presentations, and spreadsheets used by management.
5. Perform various department activities related to SAP including department organizational structure updating. Respond to confidential data requests, as directed by management, compiling, and communicating information to Human Resources, and Employee Relations.
6. As appointed serve as service area coordinator for the following activities, Values, Ethics & Compliance, Facility Services & Telecommunications, community involvement, events scheduling, department activities, team member recognition, and record retention. Assist the Safety Committee as needed, assist with annual storm preparation for employees & engineering consultants' and storm restoration duties, etc. Provide notary services when applicable.
SUPERVISION
None
RELATIONSHIPS
Key Internal: DD&E Director/Managers, Distribution Design Supervisors, Distribution Design Technicians/Engineers, Construction Services, Planners, Operations, HR, Labor Relations, Procurement & Contracts, Accounts Payable, Purchasing Department, Stores, Fleet, Meter Department, and other TEC departments as required
Key External: Vendors, local government & utility representatives, engineering consultants, safety related speakers and customers
LEADERSHIP COMPETENCIES
• Champions Safety, Health, and the Environment
• Takes Ownership and Acts with Integrity
• Drives Business Excellence for Customers
• Builds Collaborative Relationships
• Cultivates Innovation and Embraces Change
• Thinks Strategically and Exercises Sound Judgment
WORKING CONDITIONS
Must be able to work overtime as needed to meet deadlines.
Frequent travel required, i.e., TEC service territory, TEC Plaza, etc.
JOB LEVEL: SENIOR ADMINISTRATIVE SPECIALIST
Under direct supervision, the position provides general administrative support to the entire DD&E department
QUALIFICATIONS
Education
Required: High school diploma or GED
Preferred: College Degree in relevant field from an accredited college/university or technical certification
Licenses/Certifications
Preferred: Notary certification
Experience
Required: Minimum of four (4) years related administrative experience required; May consider TEC/PGS call center experience involving special assignments/projects relatable to the required Knowledge/Skills/Abilities defined.
Preferred: Minimum of two (2) years of Tampa Electric ED service area work experience is preferred in a utility environment.
Knowledge/Skills/Abilities (KSA)
Required: Strong keyboard skills and knowledge of TEC's budgeting processes and systems, WorkPro, SAP, MS Word, MS Excel, MS Access, MS PowerPoint, and other miscellaneous systems. Must demonstrate high level of integrity regarding personnel issues and other confidential information. High stress tolerance, teamwork, initiative, work standards, oral and written communication as well as planning and organizing skills are required.
Preferred: Experience with the budget system and SAP Purchase Requisition & Purchase Order processes, Service Entry Sheet (SES)
JOB LEVEL: LEAD ADMINISTRATIVE SPECIALIST
Under general supervision, provides general administrative support to the entire DD&E department.
ADDITIONAL DUTIES AND RESPONSIBILITIES
At the Lead Admin Specialist level, applies high degree of independence in performing the Duties & Responsibilities of the position as described above. With greater experience and demonstrated depth of knowledge and understanding, provides meaningful input/contributions relative to financial data and/or technical support.
In addition to the Duties & Responsibilities defined in previous level:
1. Serve as lead for the creation and follow through of purchase requisitions for DD&E service areas and other related departments as needed.
2. Assist DD&E Management with analyzing manpower non-productive time and identifying trends.
3. Independently validate and reconcile SAP Payroll headcount, overtime, labor distributions and incoming/outgoing forecasted expense summaries. Coordinate with DD&E departments as needed and review expenses with Manager for approval as appropriate prior to submitting. Generate and distribute monthly forecasted labor & expense reports, track, and document actual expenses monthly and prepare variance explanations and annual labor & expenses by required deadlines.
4. Generate ad-hoc and customized queries and reports.
ADDITIONAL QUALIFICATIONS
Experience
Required: A minimum of two (2) years of Senior Administrative Specialist experience performing the Duties & Responsibilities of this role is required.
Knowledge, Skills and Abilities (KSA)
Required: Advancement to this level requires demonstrated proficiencies in budget and payroll and associated systems.
Advancement to a higher level is based on value added to the company through increased duties, responsibilities, and accomplishments. Advancement is not automatic, i.e., based solely on time in the job, but will be based on the employee's performance, qualifications, and the technical needs of the Department.
TECO offers a competitive Benefits package!!
Competitive Salary *401k Savings plan w/ company matching * Pension plan * Paid time off* Paid Holiday time * Medical, Prescription Drug, & Dental Coverage *Tuition Assistance Program * Employee Assistance Program * Wellness Programs * On-site Fitness Centers * Bonus Plan and more!
STORM DUTY REQUIREMENTS....Please make sure to read below!!! Responding to storms will be considered a condition of employment.
TECO Energy and its companies serve a role in providing critical services to our community during an emergency. Team members are required to participate in the response/recovery activities related to emergencies/disasters to maintain service to our TECO Energy customers. Team members are required to work in their normal job duties or other assigned activities. Proper compensation will be made in accordance with the company's rules and procedures.
TECO Energy is proud to be an Equal Opportunity Employer.
TECO Energy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law, except where physical or mental abilities are a bona fide occupational requirement and the individual is unable to perform the essential functions of the position with reasonable accommodations.
In order to provide equal employment and advancement opportunities for all individuals, employment decisions at TECO Energy will be based on skills, knowledge, qualifications and abilities.
Pay Transparency Non-Discrimination Statement
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
ADA policy
It is the policy of TECO Energy to provide reasonable accommodation for all qualified disabled individuals who are employees and applicants for employment, unless it would cause undue hardship. The corporation will adhere to applicable federal and state laws, regulations and guidelines, including, but not limited to the Americans with Disabilities Act (ADA) of 1990 and section 503 and 504 of the Rehabilitation Act of 1970s.
Application accommodations
Applicants may request reasonable accommodation in the application process five business days prior to the time accommodation is needed.
Pre-employment physical exams may be required for positions with bona fide job-related physical requirements regardless of disability.
Company: Tampa Electric Company
State and City: Florida - Tampa
Shift: 8 Hr. X 5 Days
TITLE: Senior/Lead Administrative Specialist Progression
PERFORMANCE COACH: Manager Distribution Design & Engineering (DD&E)
COMPANY: Tampa Electric Company
DEPARTMENT: Distribution Design & Engineering; Electric Delivery (ED)
POSITION CONCEPT
Administrative Specialist provides administrative and technical support to the leadership team in the DD&E organization by performing general administrative activities and departmental coordination duties of varying scope and complexity. Assisting with inter-department communications. Duties often involve administrative projects with critical time paths. Provide budget support for all DD&E Cost Centers to include but not limited to budgeting forecasts and updates, expenses, and data input for the department. This also includes the creation and maintenance of electronic files for Purchase Requisitions and other critical documents.
PRIMARY DUTIES AND RESPONSIBILITIES
1. Provides administrative support to the DD&E leadership team as necessary. Duties included, but not limited to, copying, mailing, filing, data entry, ordering office supplies, document retention, travel arrangements, conference registrations, and other similar tasks as requested.
2. Validate cost centers financial charges monthly to ensure proper accounting disbursement practices are followed; create purchase requisitions (PR) and service entry sheets (SES) in SAP, accrue expenses monthly, follow-up on invoice discrepancies; reconcile Visa statements; correct receiving orders.
3. Support with the coordination of service area cost centers' departmental budgetary reforecasts and variance analyses and coordinate other special projects to ensure business plan goals are met in accordance with the ED Financial Reporting Schedule. Support activities in preparing monthly forecasts, monthly variance reporting & analyses and the annual budget through SAP modules.
4. Provide technical support and expertise related to Microsoft Office Suite (Word, Excel, Access, and Power Point), WorkPro work order system, and SAP system (basic/admin desktop and payroll functionality); provide training, generate reports, presentations, and spreadsheets used by management.
5. Perform various department activities related to SAP including department organizational structure updating. Respond to confidential data requests, as directed by management, compiling, and communicating information to Human Resources, and Employee Relations.
6. As appointed serve as service area coordinator for the following activities, Values, Ethics & Compliance, Facility Services & Telecommunications, community involvement, events scheduling, department activities, team member recognition, and record retention. Assist the Safety Committee as needed, assist with annual storm preparation for employees & engineering consultants' and storm restoration duties, etc. Provide notary services when applicable.
SUPERVISION
None
RELATIONSHIPS
Key Internal: DD&E Director/Managers, Distribution Design Supervisors, Distribution Design Technicians/Engineers, Construction Services, Planners, Operations, HR, Labor Relations, Procurement & Contracts, Accounts Payable, Purchasing Department, Stores, Fleet, Meter Department, and other TEC departments as required
Key External: Vendors, local government & utility representatives, engineering consultants, safety related speakers and customers
LEADERSHIP COMPETENCIES
• Champions Safety, Health, and the Environment
• Takes Ownership and Acts with Integrity
• Drives Business Excellence for Customers
• Builds Collaborative Relationships
• Cultivates Innovation and Embraces Change
• Thinks Strategically and Exercises Sound Judgment
WORKING CONDITIONS
Must be able to work overtime as needed to meet deadlines.
Frequent travel required, i.e., TEC service territory, TEC Plaza, etc.
JOB LEVEL: SENIOR ADMINISTRATIVE SPECIALIST
Under direct supervision, the position provides general administrative support to the entire DD&E department
QUALIFICATIONS
Education
Required: High school diploma or GED
Preferred: College Degree in relevant field from an accredited college/university or technical certification
Licenses/Certifications
Preferred: Notary certification
Experience
Required: Minimum of four (4) years related administrative experience required; May consider TEC/PGS call center experience involving special assignments/projects relatable to the required Knowledge/Skills/Abilities defined.
Preferred: Minimum of two (2) years of Tampa Electric ED service area work experience is preferred in a utility environment.
Knowledge/Skills/Abilities (KSA)
Required: Strong keyboard skills and knowledge of TEC's budgeting processes and systems, WorkPro, SAP, MS Word, MS Excel, MS Access, MS PowerPoint, and other miscellaneous systems. Must demonstrate high level of integrity regarding personnel issues and other confidential information. High stress tolerance, teamwork, initiative, work standards, oral and written communication as well as planning and organizing skills are required.
Preferred: Experience with the budget system and SAP Purchase Requisition & Purchase Order processes, Service Entry Sheet (SES)
JOB LEVEL: LEAD ADMINISTRATIVE SPECIALIST
Under general supervision, provides general administrative support to the entire DD&E department.
ADDITIONAL DUTIES AND RESPONSIBILITIES
At the Lead Admin Specialist level, applies high degree of independence in performing the Duties & Responsibilities of the position as described above. With greater experience and demonstrated depth of knowledge and understanding, provides meaningful input/contributions relative to financial data and/or technical support.
In addition to the Duties & Responsibilities defined in previous level:
1. Serve as lead for the creation and follow through of purchase requisitions for DD&E service areas and other related departments as needed.
2. Assist DD&E Management with analyzing manpower non-productive time and identifying trends.
3. Independently validate and reconcile SAP Payroll headcount, overtime, labor distributions and incoming/outgoing forecasted expense summaries. Coordinate with DD&E departments as needed and review expenses with Manager for approval as appropriate prior to submitting. Generate and distribute monthly forecasted labor & expense reports, track, and document actual expenses monthly and prepare variance explanations and annual labor & expenses by required deadlines.
4. Generate ad-hoc and customized queries and reports.
ADDITIONAL QUALIFICATIONS
Experience
Required: A minimum of two (2) years of Senior Administrative Specialist experience performing the Duties & Responsibilities of this role is required.
Knowledge, Skills and Abilities (KSA)
Required: Advancement to this level requires demonstrated proficiencies in budget and payroll and associated systems.
Advancement to a higher level is based on value added to the company through increased duties, responsibilities, and accomplishments. Advancement is not automatic, i.e., based solely on time in the job, but will be based on the employee's performance, qualifications, and the technical needs of the Department.
TECO offers a competitive Benefits package!!
Competitive Salary *401k Savings plan w/ company matching * Pension plan * Paid time off* Paid Holiday time * Medical, Prescription Drug, & Dental Coverage *Tuition Assistance Program * Employee Assistance Program * Wellness Programs * On-site Fitness Centers * Bonus Plan and more!
STORM DUTY REQUIREMENTS....Please make sure to read below!!! Responding to storms will be considered a condition of employment.
TECO Energy and its companies serve a role in providing critical services to our community during an emergency. Team members are required to participate in the response/recovery activities related to emergencies/disasters to maintain service to our TECO Energy customers. Team members are required to work in their normal job duties or other assigned activities. Proper compensation will be made in accordance with the company's rules and procedures.
TECO Energy is proud to be an Equal Opportunity Employer.
TECO Energy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law, except where physical or mental abilities are a bona fide occupational requirement and the individual is unable to perform the essential functions of the position with reasonable accommodations.
In order to provide equal employment and advancement opportunities for all individuals, employment decisions at TECO Energy will be based on skills, knowledge, qualifications and abilities.
Pay Transparency Non-Discrimination Statement
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
ADA policy
It is the policy of TECO Energy to provide reasonable accommodation for all qualified disabled individuals who are employees and applicants for employment, unless it would cause undue hardship. The corporation will adhere to applicable federal and state laws, regulations and guidelines, including, but not limited to the Americans with Disabilities Act (ADA) of 1990 and section 503 and 504 of the Rehabilitation Act of 1970s.
Application accommodations
Applicants may request reasonable accommodation in the application process five business days prior to the time accommodation is needed.
Pre-employment physical exams may be required for positions with bona fide job-related physical requirements regardless of disability.
