Assistant I, Office

Southern Company•Chamblee, GA

6d•Onsite

About The Position

Full-time position requiring the individual to work five days a week in the office, providing intermediate-level administrative support to a department or Service Center. Functional Expertise: Daily Tasks: Coordinates office administrative functions Answers and screens in-coming calls Reviews and screens email Checks in and escorts visitors Opens and distributes mail Performs word processing and data entry Maintains files Orders supplies Reviews and/or verifies payroll Forwards information to internal departments for processing Performs photocopying and scanning of documents as required to file and/or upload into systems of record Safety Updates and maintains safety related materials and other related documentation to ensure visibility and compliance Escalate facility hazards to management and the Facilities Department for correction Accounting & Materials Management Coordinates purchasing card activities, billing, and invoicing; reviewing and reconciling purchasing card expenses and entering into Oracle Financials for payment processing. Prepares and enters purchase orders or voucher requests into Oracle and Maximo Financial portals Interfaces with vendors and contractors Tracks paid invoices for budget reconciliation and planning Review and process supplier inventory statements for leadership approval Customer Service Serves as liaison for addressing customer service inquiries; research, resolves, tracks, and responds to inquiries with minimal guidance. Partners with Customer Contact Center during periods of high demand to maintain acceptable service levels Facilities Management: Escalate issues/concerns to management and submit requests to the Facilities department for correction Record Keeping and Data Analysis Maintain hard copy and digital documents, spreadsheets, and databases entries; performs queries; compiles data and prepares reports. Adheres to the records retention policy, ensuring compliance Office Meetings and Engagements Coordinates and schedules meetings Sends invitations and reminders Arranges refreshments/meals Performs room setup Prepares materials and audio-visual equipment Prepares agendas, documents, and PowerPoint presentations Collaboration Collaborate with office assistants throughout Atlanta Gas Light and Chattanooga Gas Company on projects and for general learning opportunities. Community Engagement and Volunteerism Support, coordinate, and participate in external promotional and/or volunteer experiences across the community Track regional employee participation and process charitable donations as needed Performs other support duties specific to functional department. OTHER DUTIES THAT MAY OR MAY NOT BE APPLICABLE: Reviews budgeted vs. actual expenses for variance, tracks expenses. Monitors open and pending work orders Serves as central point for information requests and/or information distribution (e.g., announcements, reminders, bulletin boards) pertinent to department or service center. Coordinates travel arrangements (e.g., air, hotel, ground transportation, restaurants). For Senior level office assistants: provide general oversight and direction of daily activities of office assistants in the same region.

Requirements

High school diploma or GED
2-4 years support or administrative experience or Equivalent academic education and experience
MS Office Suite (Word, Excel, PowerPoint, SharePoint etc. – intermediate proficiency)
Oracle and Maximo Financial and Human Resources – basic proficiency
Ability to communicate with all levels of a diverse organization
Flexibility
Attention to detail
Executing for Results
Collaboration and Building Relationships
Learning and Critical Thinking
Industry Knowledge/Business Acumen
Honoring Corporate Values & Standards

Responsibilities

Coordinates office administrative functions
Answers and screens in-coming calls
Reviews and screens email
Checks in and escorts visitors
Opens and distributes mail
Performs word processing and data entry
Maintains files
Orders supplies
Reviews and/or verifies payroll
Forwards information to internal departments for processing
Performs photocopying and scanning of documents as required to file and/or upload into systems of record
Updates and maintains safety related materials and other related documentation to ensure visibility and compliance
Escalate facility hazards to management and the Facilities Department for correction
Coordinates purchasing card activities, billing, and invoicing; reviewing and reconciling purchasing card expenses and entering into Oracle Financials for payment processing.
Prepares and enters purchase orders or voucher requests into Oracle and Maximo Financial portals
Interfaces with vendors and contractors
Tracks paid invoices for budget reconciliation and planning
Review and process supplier inventory statements for leadership approval
Serves as liaison for addressing customer service inquiries; research, resolves, tracks, and responds to inquiries with minimal guidance.
Partners with Customer Contact Center during periods of high demand to maintain acceptable service levels
Escalate issues/concerns to management and submit requests to the Facilities department for correction
Maintain hard copy and digital documents, spreadsheets, and databases entries; performs queries; compiles data and prepares reports.
Adheres to the records retention policy, ensuring compliance
Coordinates and schedules meetings
Sends invitations and reminders
Arranges refreshments/meals
Performs room setup
Prepares materials and audio-visual equipment
Prepares agendas, documents, and PowerPoint presentations
Collaborate with office assistants throughout Atlanta Gas Light and Chattanooga Gas Company on projects and for general learning opportunities.
Support, coordinate, and participate in external promotional and/or volunteer experiences across the community
Track regional employee participation and process charitable donations as needed
Performs other support duties specific to functional department.
Reviews budgeted vs. actual expenses for variance, tracks expenses.
Monitors open and pending work orders
Serves as central point for information requests and/or information distribution (e.g., announcements, reminders, bulletin boards) pertinent to department or service center.
Coordinates travel arrangements (e.g., air, hotel, ground transportation, restaurants).
For Senior level office assistants: provide general oversight and direction of daily activities of office assistants in the same region.