Specialist Admin-III

Entergy•Jackson, MS

2d•Onsite

About The Position

This position coordinates administrative functions and provides multifaceted support to department management and staff, including senior managers and directors. It supports the Telecom Eastern and Metro Regions and helps communicate and report on budgets, storm-related matters, and day-to-day issues. The role includes scheduling, correspondence, travel, meetings, document and presentation preparation, administrative affairs, and project and program tracking. It also provides budget, purchasing, contract, records-management, vendor, and storm-response support for the regional Telecom teams. The position is based onsite, with listed primary locations in Jackson, Mississippi; Little Rock, Arkansas; and New Orleans, Louisiana. Travel is up to 25%. Employees may need to work additional hours, work in alternate locations, or perform additional duties during storms, outages, emergencies, or other situations as deemed necessary by the company. Authorization to work in the United States is required; Entergy will not sponsor work visas for this position. EEI SASS testing is required, and the candidate must receive a “Test Recommended” result.

Requirements

Typically requires vocational training, an apprenticeship, or equivalent experience in a related field; a four-year degree is not typically required.
Assistant Admin III requires 4–6 years of experience.
Must receive an EEI SASS test result of “Test Recommended.”
Authorization to work in the United States is required; work visa sponsorship is not available.

Responsibilities

Provide secretarial and administrative support to senior managers and directors.
Manage calendars, appointments, events, travel arrangements, departmental meetings, and conference calls.
Manage correspondence and routine documents and presentations with minimal direction.
Prepare documents, spreadsheets, presentations, interoffice correspondence, and copies.
Manage departmental administrative affairs, including invoice processing, supply and equipment procurement, and training records.
Handle multiple assignments, meet deadlines, maintain confidentiality, and proactively forward work issues to appropriate managers or supervisors.
Track and forecast Eastern and Metro Telecom O&M and capital spending; update budget spreadsheets and participate in monthly PE conference calls about budget activity.
Track and implement tower leases, propane tank rentals, and land leases.
Submit O&M and capital contract and purchase-order requests, including purchases for projects, customer SNOW ticket requests, and occasional Engineering and IT requests.
Place small vendor orders using the One Card and reconcile the card monthly; make monthly One Card payments for parking, water, coffee, and similar expenses.
Track contracts and purchase orders through the system, match incoming invoices for payment, run the monthly Eastern and Metro Telecom overtime report, and track and pay for Motorola repairs.
Maintain office supplies; update field personnel timesheet code blocks as needed; and provide UPS shipping labels and documentation for Telecom and Engineering groups.
Coordinate the group's annual records-management activities and volunteer activities, including positive messaging about community involvement, volunteerism, ESG, and DIB.
Work with field management to establish annual safety meetings that promote a focus on safety.
Enter and track vendor RMAs.
Process contract releases for Telecom program blanket contracts, including creating releases and letters, obtaining vendor rate sheets and signatures, securing contract-manager signatures, and sending executed contracts to vendors.
Assist with storm response as needed, including entering support teams into the Crew Tracker System, coordinating logistics, securing propane from vendors, and ensuring propane refills and generator servicing during restoration.