Administrative Assistant - Distribution Control Center presso Georgia Power Company

DCC Administrative Assistant Job Description

Job Summary

• This position reports to the Distribution Control Center (DCC) Manager. This position will provide support to approximately 114 employees (including 18 CTRs) in two locations (Atlanta DCC in McDonough, and the Macon DCC in Macon) regarding expenses, invoicing, time keeping and other administrative support activities; conference room management and oversight; and using various Microsoft applications to handle daily business challenges. The use of office tools will include utilizing spreadsheets, assisting with preparing presentations, time & expense entry coverage, and calendar and meeting management through Outlook. This position will serve as a liaison between the DCC and the CCC, TO, and Facilitates within both the ADCC and MDCC buildings. This position will also provide storm support for logistics for the entire department.  An essential element of this position is the ability to work closely and effectively with other administrative and executive assistants. Employee will be required to perform job duties with minimum supervision.

Summary of Position Duties and Responsibilities

• Maintaining Manager’s schedule and calendar
• Serving as receptionist and greeting guests at a restricted access facility and granting entry, as appropriate, to those without credentials
• Processing employee time for multiple employees (~108+)
• Preparing and processing expense statements in a timely manner for multiple employees (~11+)
• Processing invoices in a timely manner
• Adhering to all corporate accounting policies
• Scheduling, planning and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies (both office, kitchen, and snacks), billing, etc.
• Maintaining the schedules for all DCC conference rooms at the ADCC and MDCC and serve as the primary point of contact for all set-up, audio/visual, and catering needs
• Scheduling, setting up and coordinating video conferences and audio conference bridges
• Taking meeting minutes and tracking action items
• Making travel arrangements as needed for multiple employees (~11+)
• Maintaining employee files and other files, some of which could contain confidential or sensitive information
• Filing, faxing, and copying
• Answering phones and taking effective messages for multiple employees
• Ordering and maintaining departmental supplies in both the ADCC and MDCC
• Working with other administrative assistants to organize and maintain supply rooms and copy rooms
• Maintaining S: Drive access, Outlook distributions lists, phone lists and SharePoint sites
• Ensuring that all monthly bills are paid and processed timely
• Ensuring I-9 Processing for new employees
• Providing Interview Facilitating for the DCC team and other groups as needed
• Sorting, opening and delivering department mail
• Researching and preparing presentations, reports and communications
• Coordinating and maintaining various awards
• Supporting and coordinating special projects
• Other department specific requirements, as needed

Education and Job Experience

• High School Diploma or Equivalent strongly preferred.
• College degree a plus.
• Extensive secretarial/administrative experience in a busy, fast-paced environment supporting multiple managers and staff. 
• Executive or Senior Manager level support in a corporate environment or relevant work experience in a customer service/support role is preferred.
• Experience supporting a large, diverse department with multiple needs is highly desired
• Experience managing a senior/executive level calendar, inbox, and incoming calls with minimal distractions to the leader.
• Proficiency in scheduling meetings and resolving multiple conflicts through Microsoft Outlook.
• Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings, as necessary
• Prior data entry and reporting experience
• Experience taking initiative and being a self-starter in day-to-day responsibilities
• Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional
• (CAP) is desired, but not required

Knowledge, Skills & Abilities

• Ability to communicate with a diverse group, including management, engineering, covered, and contract employees
• Highly efficient and ability to handle pressure and manage multiple deadlines well
• Proven ability to initiate, plan, organize, monitor and report on several projects simultaneously
• Ability to professionally represent GPC, including professional interactions with executives, managers, peers, department employees, vendors and other business partners
• Ability to manage the Manager’s calendar, travel, inbox, and incoming calls with minimal distractions
• Ability to confidentially screen emails, upon request, and the ability to proactively prioritize the handling/processing of requests
• Effective listening skills with the ability to identify and understand customer needs
• Excellent planning and organizational skills
• Ability to multi-task to organize, prioritize and perform activities in a fast paced, changing environment from multiple personnel at various levels within the department.
• Must be an effective team player that is able to build and maintain strong relationships with other Executive/Administrative Assistants across Georgia Power and the Southern Company system and provide back-up support to others as needed
• Proven ability to produce accurate results with excellent attention to detail, in a timely manner, independently, and with minimal supervision and direction
• Must possess excellent customer service, time management, phone, interpersonal, and written/verbal communication skills
• Demonstrated proficiency using Microsoft Office products (Word, Excel, Power Point, Access, and Outlook)
• Ability to leverage resources to pull together and provide relevant, appropriate information around business needs/issues, and create effective PowerPoint presentations utilizing such data
• Demonstrated proficiency in Southern Company Systems such as Oracle, SCOTT, and Maximo, and budgets is preferred
• Must utilize due diligence, sound judgment and decision-making skills, when responding to requests and dealing with confidential information
• Must be able to learn processes quickly if no direct experience

Other Requirements:

• Have already passed the Clerical Aptitude test. If not already qualified, you will be invited to take and must successfully qualify on the EEI SASS (Clerical Aptitude) Test
• This test will be administered in Atlanta at the Testing Center at Southern Company HQ Building (downtown Atlanta). Candidate must be available to come in person to take the test if invited

Behavioral Attributes

• Model "Our Values":  Safety First, Intentional Inclusion, Act with Integrity, and Superior Performance in all endeavors
• Maintains a professional demeanor
• Adapts quickly to changing conditions and effectively manages multiple priorities.
• Anticipates group needs and proactively seeks solutions
• Dependable with excellent Customer Service skills
• Builds strong relationships and works effectively in a team environment
• Utilizes strong problem-solving skills
• Always maintains confidentiality of sensitive information
• Demonstrates flexibility and adaptability to changing priorities
• Demonstrates initiative and drive to deliver positive results 
• Self-motivated, proactive, and able to act with a sense of urgency 
• Exercises independent judgment, confidentiality, and discretion and work with minimal direction
• Deliver assignments with a high degree of quality, accuracy and timeliness without follow-up

Other Requirements

• Successful candidate must be available to support the team in abnormal conditions outside of their normal work schedule (Storm support)
• Spend at least 25% of the time with MDCC team (1 / week)
• Must live in/near or be willing to relocate within reasonable distance from McDonough
• Relocation assistance available if needed
• This position will be relocated to Lithia Springs, GA in the near future

About Company

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