Administrative Assistant - Distribution Control Center

** DCC Administrative Assistant

Job Description *
* ** Job Summary*
* + This position reports to the Distribution Control Center (DCC) Manager. This position currently provides support to approximately 114 employees (including 18 CTRs) in two locations (Atlanta DCC in McDonough, and the Macon DCC in Macon). We will be consolidating into a new work location in Lithia Springs in the middle of 2027 where all employees will be required to work at the new Lithia Springs location.  

Some responsibilities include processing expenses, invoicing, time keeping and other administrative support activities; conference room management and oversight; and using various Microsoft applications to handle daily business challenges. The use of office tools will include utilizing spreadsheets, assisting with preparing presentations, time & expense entry coverage, and calendar and meeting management through Outlook. This position will serve as a liaison between the DCC and the CCC, TO, and Facilitates within both the ADCC and MDCC buildings.

This position will also provide storm support for logistics for the entire department.  An essential element of this position is the ability to work closely and effectively with other administrative and executive assistants. Employee will be required to perform job duties with minimum supervision.

** Summary of Position Duties and Responsibilities*
* + Maintaining Manager's schedule and calendar

+ Serving as receptionist and greeting guests at a restricted access facility and granting entry, as appropriate, to those without credentials

+ Processing employee time for multiple employees (~108+)

+ Preparing and processing expense statements in a timely manner for multiple employees (~11+)

+ Processing invoices in a timely manner

+ Adhering to all corporate accounting policies

+ Scheduling, planning and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies (both office, kitchen, and snacks), billing, etc.

+ Maintaining the schedules for all DCC conference rooms at the ADCC and MDCC and serve as the primary point of contact for all set-up, audio/visual, and catering needs

+ Scheduling, setting up and coordinating video conferences and audio conference bridges

+ Taking meeting minutes and tracking action items

+ Making travel arrangements as needed for multiple employees (~11+)

+ Maintaining employee files and other files, some of which could contain confidential or sensitive information

+ Filing, faxing, and copying

+ Answering phones and taking effective messages for multiple employees

+ Ordering and maintaining departmental supplies in both the ADCC and MDCC

+ Working with other administrative assistants to organize and maintain supply rooms and copy rooms

+ Maintaining S:
Drive access, Outlook distributions lists, phone lists and SharePoint sites

+ Ensuring that all monthly bills are paid and processed timely

+ Ensuring I-9 Processing for new employees

+ Providing Interview Facilitating for the DCC team and other groups as needed

+ Sorting, opening and delivering department mail

+ Researching and preparing presentations, reports and communications

+ Coordinating and maintaining various awards

+ Supporting and coordinating special projects

+ Other department specific requirements, as needed

** Education and Job Experience*
* + High School Diploma or Equivalent strongly preferred.

+ College degree a plus.

+ Extensive secretarial/administrative experience in a busy, fast-paced environment supporting multiple managers and staff.

+ Executive or Senior Manager level support in a corporate environment or relevant work experience in a customer service/support role is preferred.

+ Experience supporting a large, diverse department with multiple needs is highly desired

+ Experience managing a senior/executive level calendar, inbox, and incoming calls with minimal distractions to the leader.

+ Proficiency in scheduling meetings and resolving multiple conflicts through Microsoft Outlook.

+

Experience with timekeeping, expense reporting, arranging travel, and coordinating meetings, as necessary

+ Prior data entry and reporting experience

+ Experience taking initiative and being a self-starter in day-to-day responsibilities

+ Administrative/clerical certification such as Certified Professional Secretary (CPS) or Certified Administrative Professional

+ (CAP) is desired, but not required

** Knowledge, Skills & Abilities*
* + Ability to communicate with a diverse group, including management, engineering, covered, and contract employees

+ Highly efficient and ability to handle pressure and manage multiple deadlines well

+ Proven ability to initiate, plan, organize, monitor and report on several projects simultaneously

+ Ability to professionally represent GPC, including professional interactions with executives, managers, peers, department employees, vendors and other business partners

+ Ability to manage the Manager's calendar, travel, inbox, and incoming calls with minimal distractions

+ Ability to confidentially…