Administrative Training Assistant

Administrative, Procurement, And Compliance Support

Provide administrative, procurement, and compliance support service for the G&T Engineering & Asset Planning Division. Perform general administrative and training support duties such as workflow management, preparing documents and reports, and maintaining equipment records. Using exceptional organizational skills and strong technical skills, organize, manage, and maintain multiple information and document management systems and processes. Develop and maintain web pages and provide documentation support. Identify opportunities to streamline how information comes in and goes out of the department with a focus on providing outstanding and efficient customer service. Also performs activities such as support resolution processing, meeting minutes, travel authorizations, and assists with the service request intake process. Leads administrative process improvements and projects for the department.

Responsibilities include support activities for the Engineering & Asset Planning Division, including purchase requisitions, reconciliations, tracking, and receiving. Manage workflow processes, respond to data and reporting requests, and maintain filing systems and asset documentation. Handle internal and external mail processing, office supply management, and answering and direction of phone calls. Coordinate and schedule meetings, manage travel authorizations and arrangements, and process expense reports. Maintain accurate employee training records, track and monitor training completion, and prepare monthly training reports. Serve as the division's records coordinator, assist with inventory asset management, and support the upload of change management logs to the department's repository. Work closely with contracting and the legal team to ensure compliance with contracts and District guidelines. Process and maintain records for change orders and bidding contracts. Enter and verify data to accurately track milestone payments and other contract modifications. Develop and maintain web pages, track and respond to website inquiries, and collaborate with internal staff to ensure web content is accurate and up to date. Manage Reliability Coordinator access, including certificate administration. Serve a District approval official (E-ISAC Designated Approving Official or DAO). Coordinate and distribute departmental correspondence and reports with precision and efficiency. Prepare, revise, and submit resolutions and other documents electronically to the Board, including creating PowerPoint presentations. Facilitate the organization and dissemination of meeting agendas, minutes, handouts, and related materials. Take detailed and organized notes during meetings to accurately record discussions, decisions, and action items for future reference and distribution. Provision access to third-party applications, in compliance with regulatory requirements. Serve as the regulatory member representative on behalf of the District (UAA and WECC Primary Member Representative). Generate certificates and conduct semi-annual reviews of authorized users. Track regulatory procurement activities for compliance review by standard owners.

Qualifications: Education Associate Degree or technical training related to business curriculum or office administration is required. Equivalent experience (year for year) may substitute for required education. Experience 3+ years of progressively responsible administrative experience or related professional experience is required. Experience supporting the transition to a paperless work environment through the use of tools available in Microsoft 365 (or similar) is preferred. Experience managing electronic records is preferred.

Skills and Abilities: A fully skilled incumbent will have the following knowledge skills & abilities: Document management regulatory requirements General database knowledge Accuracy and attention to detail NERC (North American Electric Reliability Corporation) system operator training requirements and related regulatory agency terminology. Current knowledge of applicable records retention laws, regulations, District policies and guidelines. Highly motivated individual with strong organizational skills Proficient use of English grammar and accurate spelling skills Strong verbal and written communication Accuracy and attention to detail Active listening Problem solving skills Ability to prioritize multiple tasks in a fast paced environment to meet deadlines Ability to elicit cooperation and coordinate total efforts to accomplish tasks Ability to work collaboratively, interact effectively, professionally, and provide quality service Ability to use logic and reasoning to develop recommendations and solution alternatives to procedural problems or processes Ability to record and document meeting proceedings. Ability to work independently under minimal supervision Ability to work with confidential and sensitive information Ability to communicate effectively and professionally with employees and outside agencies Ability to work with confidential and sensitive information To perform this job successfully, an individual is required to have knowledge of PeopleSoft Financials; PeopleSoft Timekeeping/HR; Microsoft Outlook; Microsoft Excel; Microsoft Word; Microsoft PowerPoint; Microsoft Visio; Microsoft OneNote; Adobe Acrobat; Maximo Order Processing; Maximo Asset Management; FileNet; SharePoint; Quality Training Systems Software (QTD); and General Office Equipment such as laptop computers, projectors, digital cameras, scanners, copiers and fax machines. Must be proficient in reading, writing and speaking English.