The Secretary III provides an advanced level of secretarial services in support of the Southwestern Power Administration headquarters and field offices. This position performs moderately complex secretarial tasks requiring knowledge of routine office functions. This position also provides support for the processing of accounting reports, financial and other audits, payroll assistance, deposit services, travel vouchers, vendor invoices, interagency bills, and other miscellaneous services.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Prepares and sends power schedule letters to bordering Balancing areas
Prepares supporting documents used on Load, Scheduling, and Transmission desks
Maintains in-house copies of Power contract and invoice files
Creates, maintains, and issues yearly Dispatcher and Scheduler rotation schedules in compliance with NERC regulations and issues bi-weekly Dispatcher and Scheduler rotation schedules
Follows all policies and procedures for processing all areas relating to time and attendance for departmental employees, including assisting employees with any time and attendance related questions.
Performs all duties relating to registering and scheduling travel and training for departmental employees
Performs necessary day-to-day clerical/secretarial support services to include, but not limited to typing, filing, mail services, copying, and conference room reservations, as required.
Processes credit card and fleet invoices. Prepares material receipts (MRs) for signature by the Director, Scheduling and Operations and forwards them to Cash Management within prescribed timelines.
Prepares Purchase requests as requested by the Director, Scheduling and Operations, and forwards them electronically for approval.
Files and updates documents in Operations Compliance binders (Neighboring Emergency Plans, Standards Updates, Directives, Operations Emergency Plans) required yearly or a various intervals.
Assigns and maintains visitor and training badges and the associated logs; escorts vendors in the Critical Cyber Assets (CCA) area; notifying federal and contract staff of visitors and arranging for responsible parties to escort visitors in the CCA in accordance with Southwestern’s policies. Operates gate controls and monitors cameras located within the Springfield Operations Building, reassigning this to the Power Acts as System Dispatcher during non-office hours or to other responsible personnel when away from the workstation and ensures these duties are covered during all working hours at the facility.
Receives and directs incoming calls, as required.
Performs Property Hand Receipt verification and inventory duties, as required.
Schedules and arranges for setup of conference rooms and the Power Operations Training Center (POTC), as requested, such as arranging tables, setting up refreshments, and arranging for audio/video equipment.
Makes/coordinates conference room reservations for Division staff and Operations Building Conference Rooms.
Serves as primary data entry support to Communications and Maintenance personnel for entering maintenance and testing data into CASCADE system.
Places service calls for routine building maintenance functions and maintains service and furniture purchase histories and warranties.
Assists the Training Facility personnel by meeting and greeting attendees during training, providing training center badging functions as needed, and documents training records utilizing PeopleSoft.
Activates and deactivates facility access badges for the Operations facilities as requested by the Director for the Division of Scheduling and Operations, Security Program Manager, or their designated representatives. Reviews the security system data log to ensure approved access levels are consistent with the official access list in accordance with agency Critical Cyber Access area policies and procedures. Reports all discrepancies to the Director for the Division of Scheduling and Operations and the Security Program Manager for the Agency.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
Associate's degree and a minimum of three (3) years relevant experience, or equivalent combination of education / experience.
CERTIFICATES, LICENSES, REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge of standard office practices and procedures
Proficient in the use of standard office equipment such as computers, typewriters, copiers, fax machines, telephone systems and office automation systems
Skilled proficiency in the use of Microsoft Windows and Office programs (i.e., Word, Excel, Outlook, PowerPoint, etc.)
Ability to read and comprehend simple instructions, short correspondence and memos
Ability to compose correspondence from draft to final version, both electronic and hard copy
Excellent verbal and written communication skills with ability to prepare a variety of written documents such as correspondence, reports, etc.
Exceptional customer service and relationship-building skills
Excellent presentation skills with ability to effectively present information in one-on-one and small group situations
Excellent organizational skills with ability to handle multiple projects and priorities
Ability to work effectively both independently and in a team environment
Detail oriented with ability to take initiative and follow through on tasks
Ability to identify problems and to use sound judgment
Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance
Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.