Prairie State Generating Co., LLC

Administrative Assistant II - Power Plant

US-IL-Power Plant
2 weeks ago
Job ID
2017-1537

Overview

The Administrative Assistant II assists with the administrative responsibilities which include file maintenance, routine departmental correspondence, making travel arrangements, assisting supervisor with planning and scheduling events, etc.  Typically the Administrative Assistant will report to a single individual, but will have support responsibilities for several individuals.  Skills required include a basic understanding and use of Microsoft Office Suite, including the ability to properly format business correspondence, prepare Excel Worksheets using basic setups, and preparing PowerPoint presentations under close supervision.  Has interface with visitors, vendors and various project ownership representatives.

Responsibilities

Essential duties and responsibilities include, but are not limited to, any one of the following assigned areas:

  • Using the Microsoft Office Suite of products, including Word, Excel, PowerPoint, and Outlook. Perform own formatting and setups.  Prepare MS Office PowerPoint presentations under close supervision.
  • Familiarization with computers, fax and copy machines, and electronics that are specific to an assigned area.
  • Maintaining files and other relevant documents.
  • Preparing business communications via email or external business correspondence.
  • Reviews and distributes mail.
  • Order kitchen and office supplies for the plant; maintain inventory and track expenses.
  • Screen telephone calls and visitors; answer routine questions to minimize interruptions and maximize information flow through the office.
  • Assist with planning meetings and events.
  • Assist other Administrative Assistants as required.
  • Greet visitors, vendors, contractors and Ownership representatives.
  • Administrator of departmental documents in various systems; i.e., intranet content, retain controlled documents in document retention system, training records in Learning Management System, etc.
  • Track progression of controlled documents through routine review and revision process.
  • Performs other duties, including non-core responsibilities as directed.

Supervisory Responsibilities:

None

Qualifications

Qualification Requirements:

To perform this job successfully, an individual must be able to perform the essential duties in assigned area in a satisfactory fashion.  The requirements listed below are representative of the knowledge, skills, and attitudes required for this employment position.  REASONABLE ACCOMMODATIONS MAY BE MADE TO ENABLE INDIVIDUALS WITH DISABILITIES TO PERFORM THE ESSENTIAL FUNCTIONS.

Education/Experience:

  • High School or GED
  • AA or four year degree preferred.
  • Three or more years of administrative experience in a business or educational environment.
  • Successfully complete battery of skills tests, as appropriate.

Certification/Licensure:

None

Knowledge of:

  • Working in a business environment.
  • Basic business communications.
  • Safety and health hazards associated with office operations.

Skills, abilities and physical requirements:

  • Basic skills in Word, Excel, Outlook, and PowerPoint. 
  • Ability to clearly communicate orally and in writing with co-workers, supervisors and others.
  • Ability to compose routine documents with accurate punctuation and grammar.
  • Good planning and organizational skills with ability to follow through on assigned tasks.
  • Experience in handling confidential information.
  • Ability to work well under pressure and handle multiple tasks simultaneously.
  • Professional appearance.
  • Must be able to work with others from a wide variety of disciplines. Must be polite but assertive.

Work Environment:

The characteristics listed herein describe the work environment the employee encounters while performing the essential functions of this employment position.  REASONABLE ACCOMMODATIONS MAY BE MADE TO ENABLE INDIVIDUALS WITH DISABILITIES TO PERFORM THE ESSENTIAL FUNCTIONS.  While performing the duties of this employment position, the employee:

  • Works in an office environment primarily.
  • Occasionally required to adjust scheduled work time to accommodate department meetings and events.
  • Works in a power plant or coal mine environment occasionally.
  • Exposed to a quiet to moderately noisy environment primarily; very noisy and dirty environment occasionally.
  • Exposed to industrial safety hazards occasionally.
  • Routine business travel.
  • May be subjected to extremes of ambient weather conditions.

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