Administrative Assistant

Administrative Assistant I

We are seeking an organized and detail-oriented Administrative Assistant I to provide administrative support for multiple departments at Plant Gaston, including Maintenance, Planning, Compliance, Engineering, Fuels, and Environmental. This role is responsible for a wide variety of administrative, reporting, scheduling, and office coordination duties while supporting daily plant operations and maintaining a high level of customer service. The ideal candidate will be highly organized, able to manage multiple priorities, maintain confidentiality, and work effectively with employees, management, vendors, and contractors in a fast-paced plant environment.

Responsibilities:

• Provide administrative support to Maintenance, Planning, Compliance, Engineering, Fuels, and Environmental departments.
• Process employee timekeeping and attendance reports.
• Prepare and process employee expense reports.
• Order and maintain office supplies.
• Coordinate travel arrangements and meeting logistics.
• Gather data, compile reports, and prepare administrative documentation.
• Maintain departmental records and record retention.
• Support plant and departmental safety initiatives.
• Coordinate repairs and replacements for Southern Linc phones.
• Serve as the primary contact for copier and printer vendors.
• Process tool reimbursement and boot allowance expense statements.
• Maintain and update ARCOS, including vacation schedules, call-out lists, and recurring reports.
• Coordinate employee recognition activities, including flowers for illness or bereavement.
• Serve as the departmental FMLA administrative contact.
• Verify contractor timesheets using Tableau and supporting documentation.
• Provide backup support for other administrative assistants as needed.
• Deliver outstanding customer service to both internal and external customers.

Required Qualifications:

• High school diploma or equivalent required.
• One to five years of administrative support experience.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience coordinating meetings, calendars, travel arrangements, and report preparation.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Ability to manage confidential information with professionalism and discretion.

Preferred Qualifications:

• Associate degree, vocational training, or administrative certification.
• Experience with SHIPS, PeopleSoft, or similar HR or workforce management systems.
• Accounts Payable experience.
• Experience with timekeeping systems.
• Experience supporting employees in a manufacturing, industrial, utility, or plant environment.
• Experience working with union employees.

Technical Skills:

• Microsoft Office Suite.
• PeopleSoft (preferred).
• SHIPS (preferred).
• Tableau.
• ARCOS.
• Timekeeping systems.
• Expense reporting.
• Calendar management.
• Travel coordination.
• Record management.

Desired Skills:

• Administrative support.
• Customer service.
• Report preparation.
• Data entry and document management.
• Meeting and event coordination.
• Vendor coordination.
• Attention to detail.
• Organizational and time management skills.
• Confidentiality and professionalism.
• Multitasking and prioritization.
• Team collaboration.
• Problem-solving and decision-making.

Work Environment:

• Fully onsite at Plant Gaston.
• Supports daily plant operations and administrative functions across multiple departments.
• PPE is required when entering designated plant operational areas.
• Opportunity to work closely with engineering, maintenance, operations, environmental, and compliance teams in a collaborative utility environment.