Administrative Assistant

Job Title:  Senior Administrative Assistant
Location: Oakland, CA (Hybrid - Need to be onsite 2-3 times a week)

Description:

LOCAL CANDIDATES ONLY (NO MORE THAN AN HOUR COMMUTE FROM OAKLAND OFFICE). WILL NEED TO BE ON-SITE AT OAKLAND GO 2 DAYS PER WEEK. MIGHT BE 3 DAYS IF COVERING FOR A TEAM MEMBER. MUST BE ABLE TO LIFT 25-50 LBS AS IT RELATES TO FILE BOXES, OFFICE/KITCHEN SUPPLIES, ETC.

Job Description

• Act as Floor Warden for the 19th floor at Oakland General Office (1 of 4 Floor Wardens).
• Complete (6) annual safety courses related to being a “Floor Warden.”
• Serve as Law Support Services Onsite Contact at Oakland General Office 1-2 days/week – cadence is subject to change depending on coworker/situational demand.
• Coordinate the ordering or return of Law Contractor hardware equipment.
•  Submit Remedy tickets with IT/CRESS/HR to address/escalate malfunctioning devices, equipment, or contractor concerns.
• Assist Law Finance with the weekly review of Vendor contract letters.
• Assist Law Finance with the research and updating the Opposing Counsel Queue.
• Assist Law Finance with the updating of TAP Id Workflow numbers, the date that contracts are internally signed, and the date of their countersign completing the workflow.
• Coordinate the payment of PG&E’s allocated portion to the various Intervenor parties.
• Assist Law coworkers with the research of certain legal matters/files, locating the corresponding files boxes stored at Iron Mountain/Corrodata, coordinating the delivery of file boxes to Oakland General Office for document review, and coordinating the return of the file boxes.
• Assist Legal Secretaries/Attorneys with the receipt and dispositioning of settlement checks to specified parties.
• Coordinate the pickup & delivery of legal documents with Messenger services, United Parcel Service, and United States Postal Service.
• Onboard Law Contractors on behalf of Managing Counsel.
• Provide requested logical & physical access to Law Contractors.
• Coordinate the provisioning of laptops to Law Contractors.
• Monitor & track Law Contractor mandatory training to ensure compliance with PG&E’s deadlines.
• Take periodic inventory of safety, office, and kitchen supplies and place backfill orders.
• Pay for miscellaneous services or items (via P-card/Ariba) as requested by Law coworkers and submit for P-Card reimbursement thru Concur.
• Perform monthly goods receipt in Ariba for Law Purchase Orders and resolve blocked invoices.
• Escort vendors or guests of Law coworkers to the 19th floor suite for meetings.

Minimum Qualifications

• Able to think critically and recognize next steps
• Display accuracy (detail-oriented) and organizational skills
• Able to follow-up with coworkers and resolve issue(s).
• Excellent people and communication skills
• Task-driven & goal oriented
• Process oriented
• Able to adapt and learn quickly
• Self-motivated individual who is dependable and can work both independently and as a team player
• Prior administrative clerk experience
• Prior customer service experience
• Proficient in MS Outlook, Word, Excel, Teams, and SharePoint

Test Required:

Microsoft Office Applications (Outlook, Word, Excel, Teams, and SharePoint)

Desired Qualifications:

• SAP SRM (Ariba Invoice Receipting)
• SAP Material Requisitions (Ariba Purchasing)
• SAP CATS (Timesheets)
• Familiarity with Lean Six-Sigma