SENIOR ADMINISTRATIVE ASSISTANT - SUBSTATION

At PGE, our work involves dreaming about, planning for, and realizing a smarter, cleaner, more enduring Oregon neighborhood. Its core to our DNA and we haven’t stopped since we started in 1888. We energize lives, strengthen communities and drive advancements in energy that promote social, economic and environmental progress. We’re always on the lookout for people passionate about leading and being a part of teams that are advancing innovative clean energy solutions that are also affordable and accessible to all.

Senior Administrative Assistant –Substation Operations

 

Position Overview:

We are seeking a dynamic and highly organized Senior Administrative Assistant to join our Substation Operations team. In this pivotal role, you will provide comprehensive support to all substation operations departments and their managers, comprising approximately 90 employees and 6 managers. As a key liaison, you will facilitate communication and coordination with other support departments, including engineering, finance, and additional operations sectors.

Key Responsibilities:

• Administrative Support: Assist field employees with reviewing and submitting weekly expense reports. Develop job aids to enhance their ability to access and utilize computer applications effectively.
• Meeting Coordination: Schedule and manage large, complex meetings across all substation operations departments. Handle room reservations, equipment rentals, and purchasing needs to ensure seamless coordination.
• Financial Coordination: Manage the payment of bills for substation properties, delegating tasks to the appropriate approvers to maintain financial efficiency.
• Team Collaboration:
  • Purchase office supplies and small business equipment.
  • Convert paperwork into electronic records/files.
  • Provide backup support for facilities administration at Avery Operations Center.
  • Assist with building deliveries, mail delivery, temporary badging, and entering facility requests into the ANGUS system.
  • Perform miscellaneous day-to-day operational tasks to support the team’s objectives.

Why Join Us:

This role is perfect for someone who thrives in a fast-paced environment and enjoys a variety of tasks. You will play a critical role in ensuring the smooth operation of our substation departments and contribute to the overall success of our team. If you are proactive, detail-oriented, and have a knack for multitasking, we invite you to apply and become an integral part of our dedicated team.

This position is primarily on-site at the Avery Operations Center with 4 days in office and 1 day work from home.

 

Key Job Information

Senior Administrative Assistant 6654

Grade 4

Career Level: B3

Senior: Requires specialized skills or is multiskilled, developed through job-related training and considerable on-the-job experience, completes work with a limited degree of supervision, likely to act as an informal resource for associates with less experience

Key Responsibilities

General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility; receives visitors, callers and incoming mail and refers to appropriate staff member or PGE department or independently handles routine matters; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries.

• Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects.
• Communicates assignments and directives from manager to team; tracks and follows up to ensure completion.
• Schedules meetings and appointments and travel arrangements (flights, hotels, transportation) for manager and staff.
• Coordinates, schedules, and confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested.
• Plans and organizes internal senior team meetings and meetings with outside industry members/stakeholders and others; reserves meeting space, arranges catering and compiles and assembles participant packets and materials; reports and troubleshoots problems with facilities, office equipment or furniture; participates as a team member in planning and executing officer/CEO special events.
• Maintains administrative procedures; ensures that standards, policies and practices are followed. Handles all administrative tasks or issues that arise not requiring the attention of the manager or other staff; ensures efficiency and organization of office operations.
• Communicates directly and on behalf of the manager with staff and managers from other departments on matters related to the manager’s priorities and views; maintains awareness of issues occurring in the environment and makes manager aware of those needing attention.
• Trains and administratively oversees work of less experienced colleagues, summer and temporary employees; serves as resource for day-to-day questions and problem solving in administrative arena.
• Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides, and manuals.
• Initiates the request for facility moves and repairs, greeting and providing vendor access to complete the move or repair. Tracks the move or repair form completion, helping vendors and personnel resolve related issues.

Accounting/Budget Support Serves as a primary liaison with the Finance Department; reviews time and attendance entries to ensure accuracy and compliance with policies, contractual provisions, basic wage and hour regulations; interfaces with Payroll staff to troubleshoot payroll and timekeeping problems for employees; executes payroll adjustments; collects and consolidates data to develop budget; tracks and reports on expenditures; monitors accounting reports and coordinates with Finance Department staff to resolve issues.

Personnel Administration Support Serves as primary liaison with the Human Resources department; initiates personnel action requests and requisitions on behalf of manager; coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access; provides new employee orientation; assists employees with benefits issues; coordinates and tracks employee completion of training; coordinates notification and documentation of drug testing.

Purchasing/Contracting Support Purchases a variety of supplies, services and equipment using purchasing cards and informal acquisition procedures; reconciles purchasing card statements; initiates purchase requisitions; coordinates with vendors to ensure on-time delivery of the best, most cost-effective materials and services; expedites all critical purchases as needed; tracks status of all purchase requisitions and purchase orders; coordinates with Sourcing and Contracts staff to ensure compliance with all corporate policies; administers service contract(s) for manager or facility.

Inventory/Supply Management Support Maintains supplies of items such as office supplies and other consumables. Conducts physical cycle counts and updates inventory records; maintains automatic reorder system for inventory; enters items and vendors into applicable inventory management systems.

IT/Database Management Support Coordinates with Information Technology and other staff in maintaining interfaces for various systems; enters data into various systems; performs database maintenance activities; provides expertise to other team members regarding functional user interface procedures and processes for software applications and systems.

Safety Program Support Supports safety program; arranges safety meetings; tracks and schedules training and medical appointments; assists with various safety initiatives; performs clerical duties on the safety committee. Supports the Personal Protective Equipment Program by tracking and verifying employees’ balances.

Education/Experience/Certifications

Education High school diploma or equivalent.

Experience Preferred: five or more years in progressive administrative support and secretarial positions or a related field.

Knowledge, Skills, Abilities

Functional Competencies

• Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization.
• Intermediate skills in applying procedures and practices within the framework of established guidelines.
• Intermediate knowledge of the organization, functions, key personnel and sources of information of the department/facility served.
• Working knowledge of the company's budgeting procedures
• Intermediate knowledge of purchasing methods for materials and equipment.
• Intermediate knowledge of time and attendance reporting policies, procedures and requirements.
• Basic knowledge of state and federal employment and wage and hour laws.
• Basic knowledge of PGE’s policies, procedures, benefit plans and collective bargaining agreement.
• Basic knowledge of PGE’s policies and procedures for recruiting and hiring.
• Working knowledge of PGE’s sourcing/contracting policies and procedures.
• Intermediate computer skills using administrative software applications: Microsoft Office (Word, Excel, PowerPoint, SharePoint), eRecords, Maximo, Peoplesoft, Powerplant, myTime and other corporate software systems for entering and processing data.
• Working skills using office equipment, including copiers, printers and phones.
• Working database management skills.

 

General Competencies

• Intermediate business process interrelationships skills.
• Intermediate decision-making skills.
• Intermediate influence skills.
• Intermediate interpersonal skills.
• Intermediate negotiation skills.
• Intermediate organization and prioritization skills.
• Intermediate problem-solving skills.
• Advanced written and oral communication skills.
• Working delegation skills.

 

Physical and Cognitive Demands

Cognitive Level

Intermediate: Consistent use of relevant principles to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists.

 

Cognitive

• Ability to adhere to set response times, deadlines and time-sensitive tasks
• Ability to follow accuracy standards
• Ability to follow through on decision-making tasks
• Ability to interact effectively and collaboratively within a team environment
• Ability to communicate and problem solve when under stress
• Ability to respond and adapt to frequent change
• Ability to accept and demonstrate self-awareness when provided constructive feedback
• Ability to discern feedback and acknowledge ownership of areas of improvement
• Ability to avoid future mistakes by applying reasonable skills to new but similar work situations or tasks
• Ability to successfully collaborate with peers, managers and others within the organization
• Demonstrates sound memory
• Ability to process new information to be applied consistently to work tasks

Schedule/Attendance

• Ability to adhere to pre-established schedule, including start/stop time and break/lunch schedule
• Ability to work long hours
• Ability to work a variable schedule
• Ability to report to work and perform work during periods of severe inclement weather
• Ability to consistently meet attendance standards for regular, reliable, predictable, full-time attendance
• Ability to work shift schedule
• Ability to work on-call schedule

Physical Capabilities

• This position requires a valid driver’s license and a history of safe driving practices.
• Frequent driving/travel/commute within service territory
• Computer use (use computer regularly for entire work shift)
• Lifting/pushing/pulling/carrying: Up to 50 lb

Environment - Indoor/Outdoor: Office, Plant, Field

 

 

Compensation Range:

$26.15 - $39.23

Actual total compensation, including a performance based incentive bonus, is commensurate with experience, skills, qualifications, education, training, and internal equity. While we anticipate the selected candidate for this position will fall towards the middle or entry point of the compensation range, the decision will be made on a case-by-case basis.

PGE believes in rewarding dedicated performance. We provide a total rewards package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future. To find out more, click .

 

Join us today and power your potential!

Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric.

 

PGE is committed to diversity and inclusion in the workplace and is an equal opportunity employer. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law.

 

PGE does not discriminate on the basis of disability. We recognize individuals have a variety of abilities to offer and we believe there is much to value and celebrate by incorporating different abilities into the work we do. One very important way we live this out is in our application and interview process. We work hard to support individuals who may need an accommodation to fully participate in these processes. If you feel you may need an accommodation, or would like to request one, please notify the Talent Acquisition Specialist (Recruiter) associated with the job posting. You may also make this request by contacting  or by calling 503-464-7250. The Recruiter will provide information and next steps for the accommodation process.  Our Diversity, Equity & Inclusion (DEI) team is also available for support.  You can contact them at .

 

 

 

 

 

To be considered for this position, please complete the following employment application by the posting close date.  Posting closes at midnight (Pacific Time) on the closing date below. If no date is listed, job is open until filled.

June 30, 2024