Division Admin Asst

GENERAL DESCRIPTION OF POSITION

Provides administrative support for the Division Chief and Division staff, coordinates activities among departments, and performs special projects in support of Division staff. This position not only requires strong administrative skills but also a commitment to providing exceptional service to enhance operational workflows.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Division Chief and other personnel within the division.  
• Compiles and transmits division reports to the President's office for monthly Board meetings.  
• Schedules and coordinates meetings, trainings and workshops.  
• Coordinates meetings, appointments and travel arrangements for the Division Chief and other management personnel.  
• Prepares and coordinates the preparation of mail out materials; obtains documents, publications, reports and research material as requested.  
• Maintains accurate electronic and hard copy files in functional areas in support of ongoing projects and activities.  
• Assists the Division Chief in the preparation of division annual budgets.  
• Retrieves and compiles data and statistics for use in various proposals and projects.  
• Acts as division records coordinator, overseeing document retention and destruction in accordance with approved records retention schedule.  
• The ability to handle stress and work well with others are essential functions of this position.  
• Performs any other related duties as required or assigned.  
• Due to our obligation to provide continuous, reliable electric service to our customers, the ability to maintain regular and punctual attendance and the ability to work outside your regularly scheduled office hours when necessary is an essential function of the job.  
• Maintain awareness of and compliance with applicable laws and regulations from various regulatory entities, internal policies, procedures, and directives. Ensure ongoing monitoring and timely incorporation of any changes to maintain adherence to compliance standards.  

MINIMUM QUALIFICATIONS

High School Diploma or GED, plus at least 4 years related experience and/or training, or equivalent combination of education and experience.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

A certified administrative professional certification through the International Association of Administrative Professionals is preferred.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which are not as varied as those positions with high-level diversity and decision-making.

While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel, talk or hear, taste or smell; regularly required to reach with hands and arms; and frequently required to stand, walk, stoop, kneel, crouch, or crawl; occasionally required to climb or balance. The employee must occasionally lift and/or move up to 25 pounds; regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

ADDITIONAL INFORMATION

• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Demonstrated ability to work independently and as part of a team.
• Strong organizational skills and adaptability and willingness to learn new skills and technologies as required.
• The job may require travel within the state.
• Overnight travel would also be required.