Administrative Assistant

Birmingham, AL

Contract

• This position is responsible for providing administrative support to the client Power Delivery Data Analytics Department.
• This individual helps provide support to the Data Analytics Transmission, Data Analytics Distribution, AMI, and Power Delivery Budgeting.
• Responsibilities will include completing time for 30 individual expense statements, and invoices from external partners.
• This individual will work regularly with others to build and maintain positive relationships with internal and external clients.
• Responsibilities for planning, assisting with planning and execution of corporate events and functions, team meetings, and meetings with other internal partners.
• Required to effectively communicate and coordinate with external resources and individuals, while being a positive host and representative of the organization.
• Position requires occasional travel throughout the Company footprint, up to 10% of the time.

• Complete all expense reports for Analytics, AMI, Budgeting, and Communication teams – including mileage calculations. Target processing of expenses within 30 days. (40% of time required for this task)
• Tracking receipts and contacting team members to obtain when necessary.
• Timekeeper for teams mentioned above.
• Process time adjustments when needed.
• Set up meetings and meals for team members as requested.
• Travel arrangements/reservations for Managers as needed.
• Coordinate logistics for Exhibitor Conferences.
• Register employees and set up hotel accommodations as needed.
• Assist with new employees on-boarding.
• Obtain client Badge and access.
• Order P-card & assist with activation and training.
• Coordinate with finance and budgeting teams on account number questions as needed.
• Order flowers or gifts when needed (e.g., sympathy arrangements, customer gifts).
• Maintain office supply cabinet and assist with keeping office area stocked and clean.
• Small event coordinator for internal/external collaboration and business development.
• Position is required in the office 3 days/week minimum. Sometimes will be needed more often. Advanced notification will be given. Accommodations for Hybrid work will be available when needed if available.

• A minimum of two (2) years of clerical /administrative, or customer service experience preferred.
• Proficient in Microsoft Outlook, Word, Excel & PowerPoint required.
• Knowledge of Oracle and Maximo preferred.
• Strong communication skills.
• Ability to schedule meetings, coordinate schedule, and plan and prepare for meetings.

• Ability to embrace and exhibit Our Values (Safety First, Unquestionable Trust, Superior Performance, and Total Commitment).
• Strong administrative skills including making travel arrangements, preparing, and processing expense statements, invoice processing, check requests, file management, journals, etc.
• Excellent communication skills, calendar management, scheduling, and logistic coordination.
• Ability to plan meetings/conference calls, prepare agendas, as well as record and transcribe minutes of meetings into actionable tasks.
• Ability to proactively prioritize and multi-task.
• Ability to make decisions and anticipate next steps.
• Ability to build and maintain relationships with the administrative staff of officers and directors.
• Excellent time management and organizational skills.
• Comprehensive knowledge of company operations, policies, and procedures.
• Must be a self-starter and be able to work independently.
• Ability to adjust to changing priorities.

• Two (2) years or more of vocational, college work or higher education degrees preferred.

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.