Title: Admin Specialist (II, III, or IV)
Company: Tampa Electric Company
Location: Big Bend Power Station
State and City: Florida - Apollo Beach
Shift: 8 Hr. X 5 Days
Level 2 Admin Specialist:
POSITION CONCEPT:
Under general supervision (usually middle mgmt) perform standard but diversified administrative duties. Provide problem resolution of routine to moderate complex job-related issues.
Leve 3 Sr Admin Specialist:
Under minimal supervision, perform a variety of routine to relatively complex administrative duties for manager or above to relieve them of administrative details. Perform more complex administrative department or unit functions for review by supervisor. Organize work load to comply with deadlines and priorities.
Level 4 Admin Specialist Lead:
Works independently, with limited supervision, performing diversified complex administrative duties, usually in support of senior management or multiple departments within the business unit; Typically will have specialized assignments or be responsible for a core process in business area, and/or provide work distribution to junior administrative staff.
Level 2
DUTIES AND RESPONSIBILITIES:
Perform general office duties such as: typing; maintaining files, record keeping activities and confidential data; monitoring inventory levels of office supplies; initiating purchase orders as necessary; receiving, prioritizing and distributing incoming internal/external mail; photocopying, collating and assembling documents; reviewing and answering routine correspondence.
Communicate with internal and external customers. Take detailed messages and convey to appropriate personnel. May respond to general inquiries and telephone calls by researching information and making decisions on routine matters as authorized or delegated. Provide assistance with resolving moderately complex problems, while referring more complex problems to manager for resolution.
Schedule internal/external meetings and appointments, notify attendees, and make necessary arrangements as directed. May coordinate simple travel arrangements. Prepare meeting materials such as agendas, handouts and noncomplex presentations and may take minutes for departmental meeting.
Prepare and process forms and documents, such as time sheets, requisitions, etc. following standard procedures. Maintain logs and records of area activities and calculate various data such as payroll summaries and financial information. Assist in overall coordination and data collection on smaller less complex budget.
Create and maintain basic charts, graphs, spreadsheets and databases. Prepare summary information for manager's review. Prepare and update recurring and routine internal reports, collect and verify data.
Check documents for accuracy and completeness, cross reference information. Verify information and data for compliance with regulations and procedures.
May handle or assist in a segment of a project; Perform additional duties and responsibilities and assist other personnel as needed.
Level 3
DUTIES AND RESPONSIBILITIES:
Perform general administrative duties such as:
Compose and @type letters and memoranda or answer correspondence not requiring supervisor's attention;
Set up and maintain files of department documents and records, ensuring accurate and logical organization of files, controlling confidentiality as necessary. Typically may include coordination and organization of all record retention activities for functional group;
Organize and maintain files of manager's correspondence and records, as well as, follow-up on pending matters as needed. May calculate and submit expense reports for manager.
Administer office supply inventory and purchase requisition process
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. First level of support for problem resolution.
Coordinate meetings and prepare associated agenda and arrangements for management team which may involve external parties, off-site locations and/or travel arrangements. Prepare meeting materials and presentations.
Coordinate collection and preparation of administrative and operating unit reports and presentations. Prepare special reports, gather and summarize data. Review and prepare simple analysis of requested information or data.
Coordinate budget preparation, performing variance analysis, project reforecasts, and tracking, scheduling and reporting of information; May handle complex payrolls, involving knowledge and compliance with bargaining unit contracts.
Coordinate with other support staff to ensure smooth implementation/completion of activities and workflow. Make interpretations and recommendations as appropriate. May develop appropriate methods to handle information, (i.e. procedure manuals) and provide guidance to less experienced administrative staff.
Carries out special projects and assignments as requested.
Level 4
DUTIES AND RESPONSIBILITIES:
Use sound discretion and judgment when screening visitors and telephone calls, scheduling appointments, and organizing workload to meet established priorities. Resolves non-routine, complex issues relative to the role.
Utilizing proficient computer software skills, independently perform high level administrative duties, such as originating reports for management, composing diversified internal and/or external correspondence, updating functional unit manuals or maintaining logs, preparing complex documentation, reports, charts, tables, forms and budgets.
May serve as Records Retention Coordinator for an entire functional group, as applicable.
Typically, will lead administrative work efforts/distribution and provide training and guidance to less experienced administrative staff.
All Levels
EDUCATION:
Required : High School diploma or GED.
Preferred : Associate's Degree from an accredited college/university
EXPERIENCE:
Level 2:
Required : Minimum two years of administrative support or other relevant office experience required; May consider TEC/PGS call center experience involving special assignments/projects relatable to the required Knowledge/ Skills/Abilities defined;
A college degree from an accredited institution may be considered in lieu of up to 1 year of the required experience
Level 3:
Required : Minimum two years in the Administrative Specialist role (Level 2 of Progression) or minimum of four years of related administrative experience in progressively more complex roles/assignments
A college degree from an accredited institution may be considered in lieu of up to 2 years of the overall related experience.
Level 4:
Required : Minimum of two years in the Senior Administrative Specialist role (Level 3 of Progression) or minimum of six years of related administrative experience in progressively more complex roles/assignments required.
A college degree from an accredited institution may be considered in lieu of up to 3 years of the overall related experience
All Levels
Preferred : Experience in a utility environment
KNOWLEDGE/SKILLS/ABILITIES:
Level 2
Required : Ability to operate a variety of basic and complex office equipment; Must have effective computer skills in creating and maintaining basic spreadsheets, graphic material presentation, system downloads, running reports, data entry and word processing; Ability to resolve a variety of issues/topics of fairly non-routine nature with some independence or through referencing documentation and manuals/guidelines
Level 3:
Required : Must be able to successfully perform the duties and responsibilities required of all previous levels in progression, if applicable; Must have solid computer hardware and software skills for spreadsheet usage, data manipulation/analysis; entering data into more complex spreadsheets with the ability to maintain the spreadsheet functionality and integrity of data; Producing graphic material and presentations; Knowledge of MS Outlook and maintaining calendars; Must be detail-oriented, have strong administrative, interpersonal and communication skills with the ability to communicate effectively and read and comprehend policies, procedures and instructions; Must use varying degrees of independence, judgment and discretion, possessing logic and common sense to solve problems.
Level 4:
Required : Must be able to successfully perform the duties and responsibilities required of all previous levels in progression, if applicable; Must be proficient in MS Office (including Excel & Word), other operations/department specific software systems and hardware, spreadsheet usage including entering data into more complex spreadsheets with the ability to maintain spreadsheet functionality and integrity of data; Knowledge of MS Outlook and maintaining calendars.
Must have excellent oral and written communication and interpersonal skills;
Must demonstrate ability to handle most complex administrative assignments independently, handling multiple assignments with the ability to make decisions concerning prioritizing work and addressing questions and problems; Must be able to determine and complete appropriate course of action in office situations with minimal guidance;
Must be able to extrapolate information from various sources for reports, and able to assemble necessary background material for meetings, based on general instructions
All Levels
Preferred : Knowledge of departmental operations, policies and procedures
COMPETENCIES:
Builds Strong, Collaborative Relationships
Cultivates Innovation and Embraces Change
Develop People and Teams
Speaks up on Safety, Health, and the Environment
Drives Operational Excellence for Customers
Takes Ownership & Acts with Integrity
Thinks Strategically & Exercises Sound Judgment
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.
Nearest Major Market: Tampa
Job Segment: Call Center, Supply, Customer Service, Operations
