Administrative Assistant

Job Title: Administrative Assistant

Date Posted: 4/22/2024

Location: Birmingham, AL

Job Type: Contract Full-Time

Immediate 1 year position available in Birmingham, AL. - downtown

Job Requirements

Education Requirements:

·         High School Diploma or equivalent required.

Preferred Experience:

·         Experience in invoice processing.

·         Experience with Accounting software - Oracle is a plus.

·         Experience in Timekeeping is a plus.

·         Experience working in a fast-paced environment.

Knowledge, Skills & Abilities:

·         Proficiency in the following areas is required:

o    Accounting/Auditing knowledge and skills.

o    Taking initiative/self-directed.

o    Organizational skills (Ability to multi-task.).

o    Time management (Ability to meet deadlines.).

o    Analytical skills (Continuous Improvement/Process Improvement).

o    Oral communication.

o    Detailed oriented.

o    Written communication.

o    Interpersonal skills.

o    Customer focused.

o    Computer skills.

·         Proficient in the use of the following computer software is required:

o    Microsoft Office suite (Outlook, Word, Excel, PowerPoint).

o    Advanced Level in Excel desired (including creating pivot tables, reports, etc.).

·         Proficient in the use of the following computer software is preferred:

o    Enterprise Solutions (Maximo, MRS, Oracle) desired

Job Duties & Responsibilities:

·         Handling invoice reconciliation and ensuring that the proper supporting documentation is provided, including creating PO revisions and processing invoice holds and communications with contract administrators.

·         Assist with the onboarding of undergrounding distribution support and Land Acquisition supplemental workers.

·         Provide support for administrative activities associated with projects: scanning and entry of documentation into CRE software (RMS), closing of Fee land files, mailing certified letters, and sending information to Record Center.

·         Coordinate the distribution of 1099’s to those landowners that received payment for land rights.

·         Assist with the communication of CRE information to our internal customers.

·         Calendar management, assistance with time keeping, and other administrative support.

·         Scheduling and setting up meetings and lunches.

·         Order office supplies, distribute mail, and support overall needs of the floor.

·         Proactively assist other administrative assistants as needed, coordinate coverage and provide back-up as needed.

·         Maintain orderly and organized files, including adherence to retention schedule and archiving of departmental files.

Behavioral Attributes:

·         Maintain a professional demeanor.

·         Always maintain confidentiality of sensitive information.

·         Demonstrate flexibility and adaptability to changing priorities and work with a sense of urgency.

·         Ability to handle multiple tasks and requests from other departments.

·         Ability to work in a team environment with diverse disciplines and backgrounds.

·         Able to exercise independent judgment and discretion and able to work with minimal direction.

·         Team Player with the ability to maintain a positive attitude and a commitment to providing excellent customer service.

·         Self-motivated in job responsibilities.

·         Strategic thinker and problem solver.