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    Lead Administrative Specialist - Tampa, United States - TECO Energy

    TECO Energy
    TECO Energy Tampa, United States

    3 weeks ago

    Default job background
    Full time
    Description

    POSITION CONCEPT

    The Lead Administrative Specialist reporting to the Contact Center (CC) provides administrative support to Managers and Supervisors in three CC locations for Tampa Electric and Peoples Gas. This position requires handling confidential information and documentation as a part of supporting Contact Center Leadership. Responsible for the coordination of meetings, preparation of correspondence, invoicing and budget, records retention, receiving internal and external calls from all company business units and vendors, and development of presentations. Compilation of departmental reports as well as other administrative support as necessary. May provide mentoring and training to BCE Student and Intern. Also, organizes workload to comply with deadlines, prioritizes and provides work distribution to junior administrative staff and provides performance feedback to Manager.

    PRIMARY DUTIES AND RESPONSIBILITIES

    Leads administrative work efforts which includes distribution of the workload, as well as, providing training and guidance to BCE Students and Interns. Meets with Manager to provide performance feedback for the BCE Student and Intern. Provides general administrative support to the department including coordinating management staff meetings and direct report meetings. Supports department staff in preparing presentations including graphs, charts, linking spreadsheets, developing queries, as well as written reports, audio visuals or other duties as required. Coordinates all Facilities, Telecomm, and IT needs for the three Customer Service locations, and submits work orders for maintenance and repair on office and telephone equipment. Handles other Ad Hoc requests to support WFO/QM with technical and soft skill training as needed. Responds to non-routine, complex inquiries and customer calls concerning area activities with some degree of latitude and judgment using existing policies and procedures. First of support for problem resolution.

    Responsible for reconciling department credit card reports and statements, assigning proper order number to accounts for processing. Reviews expenditures and accurately prepares, reconciles, and submits expense reports on a timely basis for managers and department staff. Coordinate the paying of invoices, approvals for invoicing, budget preparation, performing variance analysis, project reforecasts, and tracking, scheduling, and reporting of budget information. Validates invoices for business units and works with external vendors and procurement to resolve discrepancies prior to authorization of payment. Assists other CE departments with invoicing concerns and processing as needed. May participate in pricing negotiations for vendor contract renewal.

    Provides general administrative support in maintaining pertinent documents, the preparation and distribution of department's ICS (Storm Plan), and Disaster Recovery. Serves as Records Retention Coordinator for the three Contact Centers by maintaining all records and keeping an updated Records Retention process for purging files. This includes modifying and updating department information and retention pickups. Coordinates travel arrangements handles the acquisition/ordering of office supplies, materials used for meetings/training, presentations, and special events. Also responsible for assisting with coordinating, administering, and maintaining recognition within the CC for outside departments such as Zap Cap, Paperless Billing, Power Updates, and various other departments and includes providing team member recognition. Responsible for ordering and maintaining inventory of customer items and ordering items/supplies from the internet. Supports all department activities as necessary.

    Perform and coordinate office administrative activities for Ybor Data Center; reserve conference rooms and maintain meeting room calendars, arrange for refreshments, purchase, and stock supplies. Coordinates necessary maintenance and testing for facility safety equipment such as AED.

    QUALIFICATIONS

    Education

    Required: High school diploma/comparable GED

    Preferred: Some additional courses after high school strongly desired.

    EXPERIENCE

    Direct Experience

    Required: Minimum of two (2) years in the Senior Administrative Specialist role (Level 3 of Progression) or minimum of six (6) years of related administrative experience in progressively more complex roles/assignments required.

    A college degree from an accredited institution may be considered in lieu of up to 3 years of the overall related experience.

    Preferred: Experience in a utility environment preferred.

    Read the full posting.
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