Administrative Assistant

Administrative And Clerical Support Specialist Provides administrative and clerical support to the Metro Directors, Managers, Supervisors, Senior Safety Reps, and Employees which include Patrolman, Lineman, Electrician, Construction, and P&C crews. Serves as a resource person on questions associated with standard company policy, time reporting or discrepancies, O&M I capital accounting, work authorizations, invoices/purchase cards, record retentions, transportation, Maximo work orders, projects, job orders or claims, and statement of work and local contracts. Creates capital substation, transmission line, and general plant work authorizations accounts according to corporate guidelines and procedures. Utilizes various applications to report actual man hours, material, transportation, and contract expenses, and overhead cost. Review variances from the estimate vs. actual spend. In service & completion report when job is 100% complete to stop AFUDC charges and to include project in 1BU current year rate case. Issue As-Built's in the completion report to ensure assets are booked properly. Utilizes Citrix application 1ED/EMT & Excel to update work authorizations YID expenses and keep appropriate personnel informed of variances, and materials ordered or received. Creates internal and external job orders for the purpose of proper allocation of expenses and prepares invoice for revenue projects or cost of services, and damage claims. Creates and review O&M project accounts in FIM to assist in tracking unexpected cost from approved yearly budget expenses. Create or O&M and capital work orders in Citrix application, Maximo. Prepare statement of work and local contracts for vendors who perform services for Client Electric Delivery. Monitor and follow up on compliance with the obligation of third parties to provide proof of insurance, and other administrative responsibilities related to transmission interconnection and services to others. Review payroll reports and make necessary corrections or adjustments in ePeople and Maximo payroll systems. Prepare and submit employee's salary upgrade and exempt overtime. Oil spill coordinator, report spill events, equipment and clean up plan documents. Custodian of 44 purchase cards and responsible of reconciliation of each on a monthly basis. Process and review accounting for accuracy before submittal to management for approval for payment. Recognizes discrepancies and takes action to resolve it. Maintain cell phone, pagers, and office supplies, including general office supplies, copier or printer, fax, and break room supplies. Transportation coordinator, maintain quarterly over length permits, monthly mileage reporting, inspection & registration renewal, fleet issues. Assist in storeroom duties in the absence of storeroom personnel. Issue, shipping or receiving material, fuel reporting, and ensuring material is charge to appropriate accounts. Plans and coordinates meetings, travel arrangements, calendars, and mail distribution systems. Prepare monthly expense reports, register employees in training sessions and maintain employee's training records, establishes employee profiles for all new hire or transfer employees.