Philadelphia Gas Works

  • Administrative Assistant

    Engineering Department
    ID
    2018-1405
    Employment Status
    Regular/Full Time
    Category
    Administrative/Clerical
    Job Locations
    US-PA-Philadelphia
    ADP Department #
    Engineering Department [30]
  • Overview

    Administrative Assistant will support the department director by performing a variety of administrative and secretarial functions. The incumbent handles a variety of confidential assignments, special projects and information. In addition, this level secretary may provide clerical support to departmental managers and supervisors as directed and/or assigned.

    Responsibilities

    Prepare, generate and distribute regular and ad-hoc reports utilizing various spreadsheet, project management and/or database programs.

     

    Perform a variety of accounting related functions including but not limited to processing vendor invoices, subscriptions and professional memberships applications/renewals, assisting in the preparation of accounting information for budget reporting, inputting weekly payroll and time reporting and processing expense reports.

     

    Maintain departmental files of all activities including but not limited to: employee attendance logs, memos, policies and procedures, invoices, requisitions, etc.

     

    Greet visitors and receives incoming phone calls; answers routine inquiries and forwards non-routine requests to appropriate staff.

     

    Coordinate daily schedules including meetings, time-off, etc; makes travel arrangements including itinerary, transportation and accommodations using pre-established guidelines.

     

    Receive, separate, screen and distribute departmental incoming mail and correspondences.

     

    Compose routine correspondences and documents including but not limited to letters, memos, reports, presentations, office forms, etc; takes staff meeting minutes and distributes.

     

    Maintain adequate levels of office supplies (i.e pens, copy paper, file folders, toner, etc.); orders and distributes special supply requests as needed; ensures that office equipment is functioning properly and coordinates repair when necessary.

     

    Attend departmental staff meetings to record and distribute minutes to all attendees.

     

    Perform other special projects and assignments as directed.

    Qualifications

    High School Diploma/GED and certification in Office Practices, Administrative Professional or Secretarial Sciences preferred.

     

    1 to 2 years general office practices preferably in a utility services environment.

     

    Must have mathematical/problem solving skills with the ability to apply learned mathematical skills to business processes in order to process purchase orders, review budget information, etc.

     

    Must be well-organized with the ability to work with multiple managers and varying projects while meeting established timelines.

     

    Must have knowledge of general office procedures, systems and terminology such as word processing, managing files and records, faxing, copying, scheduling, e-mail, and etc.

     

    Must have verbal and written communication skills with the ability to speak clearly and communicate information and ideas in writing so others will understand.

     

    Must have documentation/recordkeeping skills with the ability to compile, review and data enter a variety of information manually and electronically.

     

    Must have a customer-service oriented approach to taking on daily tasks and personal interactions.

     

    Must be proficient in the use of Microsoft Office, Outlook with knowledge of accounting software such as Oracle, Quicken, etc.

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