Administrative Assistant - Interconnections Planning

Administrative Assistant IV

Southern Company Grade Level: Non-Exempt 06

JOB SUMMARY

This position provides administrative support to the DOT/Joint Use and Interconnections Planning teams within the Planning & Policy organization, installing confidence and trust by proactively identifying administrative needs and ensuring they are met. Duties include but are not limited to the following:

• Serve as a subject matter expert regarding timekeeping and expenses
• Perform timekeeping administration for multiple employees
• Process check requests, invoices and P-card expenses for management and departmental expenses
• Manage managers' schedules and calendars as needed
• Coordinate, plan and schedule meetings, including logistics, agendas, presentations, scheduling video conferences and/or conference rooms, handling catering requests, reserving audiovisual equipment, etc.
• Take meeting minutes as needed and track records, action items and deliverables
• Make travel arrangements
• Maintain departmental SharePoint sites, S: drive access, Outlook distribution lists and contact lists
• Research and prepare metrics, presentations, reports and communications
• Order office supplies and manage inventory
• Prepare, organize, copy and transmit correspondence and documents
• Manage outgoing and incoming mail and packages
• Answer calls and take effective messages
• Perform accurate data entry and maintain detailed records
• Communicate effectively with internal and external stakeholders and maintain contact information
• Maintain S: drive access and Outlook distributions lists
• Coordinate with Facilities on requests for building needs, office moves, maintenance requirements, etc.
• Assist with budget tracking as needed
• Ensure I-9 processing for new employees
• Assist organization with proper records management and retention
• Perform notarial duties as needed
• Assist other departmental administrative personnel to maximize organizational objectives
• Perform special projects as needed
• Provide support during emergency response operations as needed, including outside of normal work schedule

JOB REQUIREMENTS

EDUCATION

• High School diploma or equivalent required.
• College coursework and/or degree is a plus.
• Certification as an administrative/clerical professional such as Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) is a plus.

EXPERIENCE

• Minimum of 3 years of experience as an administrative assistant, office manager, or other relevant support role is required; additional years of experience is strongly preferred.
• Experience supporting multiple managers and staff in a busy, fast-paced business setting is preferred.
• Experience reconciling invoices is strongly preferred.
• Experience with timekeeping and preparation of expense reports.
• Experience with calendar management, arranging travel and scheduling / coordinating meetings.
• Experience and intermediate proficiency in Microsoft Office suite applications.
• Experience with data entry and reporting.
• Experience and proficiency in Southern Company support systems is a plus (Oracle Enterprise Solutions Applications, SCOTT, Maximo, Cool Compliance, etc.). Must be able to learn them quickly if no prior direct experience.
• Qualification of Pre-Employment Clerical Test.
• Certified notary under Georgia notary law or willing to become certified as a Georgia notary.

KNOWLEDGE, SKILLS & ABILITIES

• Ability to multi-task to organize, prioritize and perform tasks for multiple personnel at various levels within the department, determine priorities, and meet the needs of the organization within the required deadlines and with minimal supervision.
• Excellent organizational and problem-solving skills.
• Sound judgment and discretion concerning confidential and sensitive issues/information.
• Must possess excellent customer service, time management, phone, interpersonal, and communication skills, including effective listening skills with the ability to identify and understand customer needs.
• Ability to professionally represent the department and effectively interact with all levels of internal and external customers and stakeholders with diplomacy and tact.
• Must utilize good judgment and decision-making skills to either involve leadership or make independent decisions, as appropriate.
• Self-motivated, self-directed and proactive, and focused on personal growth and development.
• Detail-oriented with a high level of accuracy and ability to spot errors and inconsistencies in data and documentation.
• Effective interpersonal and conflict resolution skills to build teamwork and trust, with ability to build and maintain strong relationships with other Executive/Administrative Assistants across the organization and provide back-up support to others as needed.
• Knowledge of company guidelines, policies, and procedures related to compliance, timekeeping, expenses, record retention etc. is strongly preferred.
• Ability to quickly and successfully adapt to a changing environment.
• Quick learner and willing to take on new challenges while maintaining a positive attitude.

BEHAVIORAL ATTRIBUTES

• Possess and exhibit behaviors consistent with Our Values
• Maintain a professional demeanor
• Maintain confidentiality of sensitive information at all times
• Demonstrate flexibility and adaptability to changing priorities
• Demonstrate initiative, ability to prioritize work, and drive to deliver positive results
• Team player who is customer focused, dependable, responsive, and service oriented
• Exercise independent judgment and discretion and work with minimal direction
• Deliver assignments with a high degree of quality, accuracy and timeliness without follow-up
• Highly organized and detail oriented
• Anticipate needs and proactively seek solutions