Department Assistant I or II, Power Production

Department Assistant I or II (Power Production Team, Irvington)

The Department Assistant is an essential member of the Power Production team, responsible for a wide range of administrative duties that support the department’s operation and the overall success of the company.

• Perform complex administrative tasks and handle confidential information.
• Prepare expense statements, purchase orders and invoices.
• Schedule meetings, answer phones & emails, and ensure customers, vendors, and employees are handled in a professional manner.
• Perform administrative duties, record keeping and administrative detail, and follow‑up functions to assist the area manager and other department members.
• Data entry, filing, scheduling, personnel record keeping, and developing complex spreadsheet tracking reports.
• Coordinate meetings, conferences, and seminars.
• Obtain supplies, coordinate direct mailings, and work on special projects.
• Use independent judgment to plan, prioritize, and organize a diversified workload.

• Prepare memos, expense statements, check requests, time sheets and other departmental forms and documents.
• Photocopy, fax, and otherwise duplicate documents as needed.
• Maintain appropriate levels of office supplies, equipment, and other materials.
• Administer distribution of the department’s mail, open and sort related mail.
• Answer telephones, handle calls, route to appropriate individuals, or take messages; ensure customers, vendors and employees are treated professionally and courteously.
• Maintain records and organize filing and archive systems to facilitate expeditious retrieval of information.
• Prepare various confidential departmental reports, utilizing advanced software programs; collect information, compile into standard or non‑standard formats, print, proof, and distribute to appropriate personnel.
• Assist department personnel with a variety of projects.
• Provide services to affiliates of the Company subject to the UNS Energy Code of Conduct and related Policies and Procedures.

This position is 100% on‑site, with the option to work five 8‑hour (5/8) shifts, or four 10‑hour (4/10) shifts with every Friday off. Start time is no later than 7:00 AM daily.

• Under direct supervision, provide a wide variety of administrative and staff support services to an organizational unit.
• May assist in budget preparation and control activities.
• May help prepare and control records, statistics, and reports regarding operations, personnel changes, etc.
• Administer programs, projects, and/or processes specific to the operating unit served.
• May serve as an administrative liaison with others within and outside the company regarding purchasing, personnel, facilities, and operations.
• May screen and interview job applicants and orient new employees.

• All activities and responsibilities above and under general direction, providing general administrative support to a department or group of professionals.
• Exercise considerable discretion and independent judgment; analyze complex information requests and determine complex trends; make recommendations on process improvements and efficiencies.

• What you bring:
• 2+ years of experience in an administrative role (preferably from a utility, construction, or similar industry).
• Proficiency in Microsoft Office, including Excel and Word.
• High level of interpersonal skills to handle sensitive and confidential situations.

• Two to four years of prior secretarial/administrative experience in a professional business environment.
• Excellent interpersonal skills to handle sensitive and confidential situations with poise, tact, and diplomacy.
• Strong analytical ability to gather and summarize data for reports, solve administrative problems, and prioritize work.
• Knowledge of a variety of computer software applications: word processing, spreadsheets, databases, and presentation software.
• Attention to detail in composing, typing, and proofing materials; ability to establish priorities and meet deadlines.

• A Bachelor of Arts degree and four years’ prior secretarial/administrative experience in a professional business environment or equivalent combination of education and experience.
• Demonstrated proficiency in computer skills; ability to prioritize and problem‑solve.
• Exercise considerable discretion and independent judgment; analyze complex information requests, determine complex trends, and make recommendations on process improvements and efficiencies.