Administrative Assistant Sr.

American Electric Power•Wayne, IN

1d•Onsite

About The Position

Responsible for performing administrative support duties within the assigned area. Responsibilities are specific to the organizational unit (i.e. region, district, department, plant, etc.) and, when prepared by the business unit, are described separately on an addendum to this position description.

Requirements

High school graduate or GED.
3-4 years of related experience in utilizing administrative office procedures, practices and equipment (i.e. business English, grammar, spelling, punctuation, letter writing, telephone technique) desirable.
Experience should also include varied business situations or circumstances which tend to favorably develop the job incumbent in terms of confidentiality, maturity, discretion, personal tact, judgment and initiative.
Must possess the ability to organize data and processes and communicate effectively, both orally and in writing.
Displays good analytical and problem-solving skills.
Demonstrated proficiency with computers and the use of office-oriented software products.

Nice To Haves

Experience in utilizing administrative office procedures, practices and equipment (i.e. business English, grammar, spelling, punctuation, letter writing, telephone technique) desirable.
Experience should also include varied business situations or circumstances which tend to favorably develop the job incumbent in terms of confidentiality, maturity, discretion, personal tact, judgment and initiative.

Responsibilities

Compose, prepare, review, and process documents requiring independent analysis, sound judgment, and a thorough working knowledge of company and Supply Chain procedures.
Coordinate shipping and logistics support, including carrier label creation and weekly invoice processing, third-party freight portal entries and BOLs, and Smartsheet tracking of material transfers and high-value freight loads.
Enter requisitions for material issued from the RDC and process purchase requisitions, purchase orders, and payment requests, monitoring each through completion.
Manage invoice and financial tracking activities across our inventory management system and reporting software along with Power BI dashboards — researching discrepancies and entering discrepancy cases as needed.
Maintain recurring reports and trackers, process bi-weekly time entry, call-out updates, and monthly expense reports.
Establish and maintain electronic and physical filing systems and lead end-of-year archival, vacation calendar preparation, and storeroom order/delivery documentation.
Respond to customer, vendor, and public inquiries through resolution, and maintain confidentiality of company matters and proprietary data at all times.
Effectively and clearly communicates instructions, ideas, and Supply Chain procedures and policies to customers, vendors, employees, supervisors, and managers in person, by telephone, or through written and electronic means (Outlook, Microsoft Teams, SharePoint).
Serves as a central point of contact between RDCs, storerooms, vendors, and internal customers — sharing vendor information, communicating shipment details, engaging carriers on special and rush requests, and distributing schedule and process updates.
Captures and distributes meeting minutes for leadership, coordinates conference room scheduling, and supports on-boarding for new employees.
Works effectively as a team member within the department and, due to demonstrated knowledge and expertise, regularly participates on cross-functional and inter-departmental teams and initiatives.
Anticipates the needs of internal customers, management, and the department; proactively recommends procedure revisions and efficiencies that improve customer service, material flow, and administrative throughput.
Ensures monthly Smartsheet inputs are complete by established deadlines for Sr. Admin roll-up, and that administrative inputs to Supply Chain KPIs (e.g., Material Fill Rate, On-Time Delivery, Cycle Count Accuracy, Excess Inventory reduction) are timely and accurate.
Monitors and orders office, breakroom, and warehouse supplies.
Serves as a knowledgeable point of contact for facility access, temporary badging, new badge requests through Security Operations Center and the security phone.
Uses independent judgment, initiative, and knowledge of department and company goals to accomplish work assignments with minimal direction.
Reviews, initiates, and recommends corrective actions or improvements to administrative practices, leveraging specific tools such as Maximo, Smartsheet, Cognos, Celonis, PeopleSoft, Power BI, Workday, AEP NOW, and carrier portals to streamline tracking, reporting, and reconciliation.
Effectively uses AI tools — including Microsoft 365 Copilot — to draft and refine communications, summarize meetings, build and analyze reports, automate recurring tasks, and surface insights that accelerate decision-making and reduce manual effort.
Researches and resolves invoice discrepancies independently, documenting to the internal tracker and invoice log, and escalating only when vendor or SCC engagement is required.
Informally recruits subject-matter experts inside and outside of the department to resolve administrative, clerical, and technical issues, and provides guidance and informal direction to peers and newer administrative staff as appropriate to the Sr. level.