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Sr. Staff Assistant

Location: *Oglethorpe Power Headquarters - Tucker, GA
Job Code: 230
# of Openings: 1

Description

This position provides administrative, secretarial and clerical support to the Supply Chain Services department (8 FT staff members located at the corporate office as well as at the power plants). This role independently plans, organizes and completes assigned work, makes travel arrangements, training and conference arrangements. The staff assistant also coordinates meeting requests by scheduling conference rooms, sending meeting notices, ordering food and beverages and monitoring service, coordinating materials prior to meeting and if required arranging conference calls. This position also reviews monthly expense statements and visa statements for all staff in Maximo and also processes task release related invoices in Maximo.  This position works closely with Tucker HS Intern, verifying accuracy and timeliness of work performed.

Job Duties:

  • Provides secretarial, clerical and general administrative functions to support the supply chain services department. Independently plans, organizes and completes assigned work; to include travel, training and conference arrangements.
  • Coordinates meeting requests by scheduling conference rooms, sending out meeting notices, ordering food and beverages and monitoring service, coordinating materials prior to meetings and if required arranging conference calls.
  • Maintains correct files of all contracts, correspondence, including Business Continuity files used in emergencies.
  • Provides phone coverage for staff as well as screening calls.  Contacts vendors to verify receipt of purchase orders and to expedite orders.
  • Maintains and oversees current calendar for the Director of Supply Chain Services.
  • Maintains proper offices supplies for the department.
  • Coordinates and generates reports essential to the operation of the department.
  • Reviews Board and other presentations for correct format and ensures they are submitted as required.
  • Processes expense reports, payments vouchers and wire transfers in Maximo to meet all time restraints. 
  • Communicates to staff updated and new corporate procedures, including compliance requirements to ensure department complies accurately.
  • Manage vendor certificates of insurance by tracking requests, follow up by email and phone, enter data into Maximo and send to DMS records.
  • Manage vendor lobbying certificates by tracking requests, follow up by email and phone, enter data into Maximo and send to DMS records.
  • Assists Manager by requesting high-profile invoices and submitting to Accounts Payable, and tracking status of invoices as they process through the approval process.
  • Assist Contract Agents is setting up new vendors in Maximo, including contacting vendors and requesting business related documentation, running supplemental reports and preparing data in Maximo to route for review by SVP of Plant Operations.

Required Qualifications:

Education: High School Degree required. Associates Degree with an Administrative support focus preferred.

Experience: At the minimum, two years in a similar support type position.

Equivalent Experience: GED and three years of administrative support experience.

Specialized Skills: Knowledge of Microsoft office suite to include MS Outlook required and knowledge of Maximo and Supply Chain processes would be helpful.

Status: Full-time.




This institution is an equal opportunity provider and employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.

 


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