Admin Specialist III

TECO Energy•Tampa, FL

6d•Onsite

About The Position

The Administrative Specialist III works under limited supervision and performs a variety of administrative duties for the facility services team. Communicate and coordinate with Facility Services personnel, intra-company personnel, vendors, contractors, and external customers as required. Performs a variety of administrative tasks including department payroll and acts as SAP representative. Responds to non-routine, moderately complex inquiries and customer calls concerning area activities with some degree of latitude and judgment using existing policies and procedures. The lead point of contact for Facility Services Contractor Access Management program.

Requirements

Minimum of four years of related administrative experience in progressively more complex roles/assignments required.
Strong oral and written communication skills, interpersonal skills and administrative skills.
Must be detail-oriented, communicate effectively and have the ability to interpret and comprehend policies, procedures and instructions.
Knowledge of departmental operations, policies and procedures (i.e. contractual agreements, administrative policies).
Knowledge of company budgetary methodology and procedures, and other company policies.
Must be able to efficiently use computer hardware and software for spreadsheet design and data manipulation/analysis; produce graphic material and presentations.

Nice To Haves

Associate’s Degree from an accredited college/University preferred.
Experience in a utility type environment strongly desired.
Experience in SAP or Workman.
Invoice Management / Purchase Orders

Responsibilities

Handles non-routine external and internal calls and inquiries.
Serves as the first level of support for customer problem resolution.
Acts as SAP representative – processing departmental invoices, tracking costs and approval limits, reviews purchase order limits and creates and submits reports to upper management concerning purchase order budgetary items.
Coordinates collection and preparation of operating unit reports.
Prepare simple analyses of requested information or data.
Responsible for maintenance of blanket purchase orders, listings and processing over 300 invoices monthly.
Extensive interaction with Accounts Payable and suppliers to research and resolve discrepancies.
Processes operating payroll for office, supervisory and IBEW employees using Workman Payroll System.
Oversees the coordination activities for all internal resources.
Carries out special projects and assignments as requested; compile, analyze and prepare data for administrative reports and presentations.
Collects and input data and creates reports for the Refrigerant Compliance Management project using RCM software.
Organize and maintain record retention files.
Collect, calculate and submit Visa and expense reports for supervisors.
Interacts with Claims Department to collect data and to create and file reports for Tampa Electric Company Property Damage Reports.
Coordinate with other support staff to ensure smooth implementation/completion of activities and workflow.
Makes interpretations and recommendations as appropriate.
Performs System Maintenance on the Facility Services Work Management System using Workman software.
Set up and maintain files of documents and records, ensuring accurate and logical organization of files to control confidentiality of files as necessary.
Responsible for maintaining petty cash and serves as OHSA clerk for the department maintaining all safety records, reports and awards.
Serves as lead contact, responsible for the Contractor Access Management program for Facility Services, with minimal supervision.
Coordinates/schedules the training and safety courses, as well as, orders and issues contractor’s ID badges.
Insures contractors have met all NERC security requirements each year to obtain clearance for Tampa Electric property, as required by NERC compliant areas.
Other administrative duties as assigned