Admin Specialist II or III

Title: Admin Specialist II or III Company: Peoples Gas System State & City: Florida – Orlando Shift: 8 Hr. X 5 Days Admin Specialist II Under minimal supervision, perform a variety of administrative duties for manager or above to relieve them of routine administrative details. Respond to non‑routine, moderately complex inquiries and customer calls concerning area activities with some degree of latitude and judgment using existing policies and procedures. Admin Specialist II – Qualifications High School Diploma or GED from an accredited institution. A minimum of two (2) years of work experience as an Administrative Specialist (Level 2) within TECO PGS; or minimum of four (4) years of administrative support related experience in a utility type of environment in progressively more complex roles/assignments. Admin Specialist II – Responsibilities Handle non‑routine external and internal calls and inquiries. First level of support for problem resolution. Compose and type routine letters and memoranda or answer routine correspondence not requiring supervisor’s attention. Respond to somewhat complex administrative department or unit functions for review by supervisor. Coordinate with other support staff to ensure smooth implementation/completion of activities and workflow. Make interpretations and recommendations as appropriate and provide guidance to less experienced administrative staff. Assist in the training of new hires. Records Management: Set up and maintain files of documents and records, ensuring accurate and logical organization of files, control confidentiality of files as necessary. Organize and maintain files of supervisor’s correspondence and records, follow up on pending matters as needed. Maintains confidential information. Coordinate budget preparation, perform variance analysis, project reforecasts, tracking, scheduling and reporting of information. May handle more complex payrolls, involving knowledge and compliance with bargaining unit contracts. Data Analysis: Carries out special projects and assignments as requested; compile analyze and prepare data for administrative reports and presentations. Coordinate collection and preparation of operating unit reports. Prepare special reports, gather and summarize data. Prepare simple analyses of requested information or data. Upon request may assist with budget preparation. Compliance Tracking, Scheduling and Record Keeping: Verify information and data for compliance with regulations and procedures. Assists in the coordination, tracking and completion of annual compliance projects and maintains files for Annual PSC Inspection. Assists in filing the inspection report with DOT. Maintains compliance records for natural gas leaks on mains and services in leak tracking system. Assists in the maintenance of compliance related information in GIS. This may include scheduling and tracking compliance or collections related service or inspection orders. May also serve as appointment of contact for field personnel. Perform additional duties and responsibilities and assist other personnel as needed. When called upon, provides back‑up to the Work Coordinator function. Admin Specialist III Works independently, with limited supervision, performing diversified complex administrative duties, usually in support of senior management; or in support of the regional and/or local operation centers in performing varied and specialized administrative assignments; or with responsibility for a core process in a business unit. Admin Specialist III – Qualifications High School Diploma or GED from an accredited institution, along with Business Administration or Secretarial courses beyond high school. Minimum of two (2) years of experience as a PGS Senior Administrative Specialist; or minimum of six (6) years of related administrative support experience in progressively more complex roles/assignments in a utility type of environment, and may consist of a combination of internal and external experiences. Must be able to successfully perform the duties and responsibilities required of all previous levels in progression; ability to provide recommendations to management and staff regarding related issues of the Company’s tracking and reporting program; ability to train staff on various assignments to ensure consistency; ability to facilitate, assist in leading a work group or team to accomplish company objectives, goals and work assignments; ability to identify, analyze and evaluate situations or problems to determine and implement appropriate course of action; ability to extract relevant data and information from more complex material to summarize reports. Ability to communicate ideas and information orally to various levels of management and staff; ability to communicate information clearly and concisely in writing; ability to comprehend various documents such as policies, procedures, regulations, reports and contracts to complete work assignment; ability to monitor progress of other staff members to ensure the quality and timeliness of work assignments under the guidance of his/her coach; must be proficient in all software and hardware used by the department such as PowerPlant, CIS/CRM, GIS, MS Word/Excel/PowerPoint/Access. Proficient in the use of programs for Purchasing, Plant Accounting, Customer Service, Compliance, Vehicle Tracking /Maintenance and Facility /Security and Maintenance; ability to use tact and diplomacy when dealing with the needs, problems, and concerns of other department staff, outside agencies and/or internal and external customers; ability to work well with all levels of management. Admin Specialist III – Responsibilities (In addition to above) Use sound discretion and judgment when screening visitors and telephone calls, scheduling appointments, and organizing workload to meet established priorities. Resolve non‑routine, complex issues relative to the role. Utilizing advanced 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 documentation, reports, charts, tables, forms, and budgets. Upon request, creates MS PowerPoint presentations and forms and spreadsheets using MS Word and Excel. At the request of regional/local management, prepares confidential documents. May calculate and submit expense reports for manager. Prioritizes daily work to determine level of urgency and establish due dates. Arranges/coordinates luncheons, meetings, and travel. Prepares materials needed for conferences, meetings and/or other programs. Train less experienced staff on various assignments to ensure consistency; facilitate and may assist in leading a support work group or team to accomplish company objectives, goals and work assignments. Perform additional duties and responsibilities and assist other personnel as needed. Competitive Edge Associate’s degree from an accredited college/university. Some locations may benefit from bilingual skills. Knowledge of Company administrative policies and procedures, local operations, Company transaction codes and Peoples Gas geographic territory; experience with utilities operations specific software systems such as Powerplant, CIS/CRM, GIS; knowledge of Company budgetary methodology and procedures, and other company policies. Team Composition Interacts with a variety of company personnel within Gas Operations and TECO Corporate staff. Interaction outside the Company is mostly with customers, contractors, developers, other utilities, governmental agencies, vendors and members of the general public. Contributions Builds Strong Collaborative Relationships Drives Operational Excellence for Customers Takes Ownership and Acts with Integrity Thinks Strategically and Exercises Sound Judgement Speaks up on Safety, Health, and the Environment Work Location The administrative personnel will work primarily in an office environment; may be required to work in a warehouse or outdoor setting. Physical Demands Must be able to independently operate a motor vehicle in a safe manner. Must be able to independently enter/exit a motor vehicle as required. Must be able to walk, stand or sit for extended periods of time. Must be able to bend and/or stoop requiring full use of the lower extremities and back muscles. Must be able to grasp/handle small hand tools and other objects by applying pressure with fingers and palms. Must have vision correctable to 20/40. Must be able to pull, push, lift and carry objects weighing up to 10 lbs. Must not have an average hearing loss greater than 40 decibels in the better ear at frequencies of 500, 1000 and 2000 with or without a hearing aid. Must be able to perform repetitive motions by extending arms and hands in any direction with substantial movement of wrists, hands and fingers. Must be able to enter letters and numbers on a keyboard. Must have the ability to judge distances and spatial relationships of objects. Must be able to reach in any direction up to 4 feet. Must be physically capable of indoor/outdoor. Benefits We proudly offer a competitive total rewards package and other perks to help keep you thriving. Performance Bonus: Earn an annual incentive bonus that recognizes your hard work. Comprehensive Health Coverage: Enjoy medical, prescription drug, dental and vision insurance. Retirement Planning: Secure your future with a 401k Retirement Savings Plan and a comprehensive Pension plan. Ownership Opportunities: Participate in Emera’s Employee Common Share Purchase Plan and share in our success. Time to Recharge: Enjoy Paid Time Off (PTO), paid company holidays, comprehensive mental, financial and physical wellness resources and paid parental leave. Growth and Development: Take advantage of tuition reimbursement and other training and development opportunities to enhance your skills and career. And much more! Incident Response Assignment Our community relies on Peoples Gas to respond swiftly and effectively to all types of incidents, including but not limited to major storm events, gas leaks, equipment failures, environmental hazards, and other emergencies that may impact public safety or service continuity. Peoples Gas depends on each team member to fulfill their primary and/or alternate roles and responsibilities during such incidents. As a Team Member of Peoples Gas, you will be assigned an Incident Response Assignment, receive training related to your role, and may participate in mock drills or exercises simulating various emergency scenarios. #J-18808-Ljbffr TECO Peoples Gas