
administrative assistant Little Rock, AR
Job description
Responsible for daily operations in managing the accounts payable and contract compliance processes for new and existing contractors, communicating the budget, handling all local orders, payments, and entering, and tracking all RMAs for different vendors.
- Assist internal and external customers with courteous professionalism, maintain records as required per the records retention procedure, and participate in special internal and external projects as requested
- Tracking O&M actuals and forecasting future O&M spending for Regional Telecommunications group. Participating in monthly PE conference calls regarding this activity.
- Tracking regional spend for equipment replacements through the annual Telecom capital program. Updating spreadsheet monthly.
- Tracking and implementing tower leases, propane tank rentals, and land leases.
- Submit requests for contracts/purchase orders as needed (O&M and Capital). This includes equipment for any purchases needed to fulfill customers request for Motorola radios and other equipment.
- Place small orders with vendors for purchases on Purchasing Card.
- Monthly reconciliation of Purchasing Card.
- Track contracts/purchase orders as they move through the system, which includes matching the invoices as they come in for payment.
- Run monthly Overtime report for regional Telecommunications group.
- Motorola radio repair tracking and payment for Regional utility personnel.
- Process vendor payments for CPC related purchases including reconciling the CPC purchases per the system policy requirements
- Provide daily guidance, contracts analysis and assistance on resolving technical or difficult issues related to accounts payable processing
- Perform various tasks such as claims management processing and providing administrative support for various system policies related to operations support
- Perform contract management activities per established system policies and procedures related to setting up new contracts in INDUS/Passport, maintain existing contracts including contract ceiling management, review, and processing of contractor/vendor invoices for accounts payable requirements, and administering contract releases as requested by management for approval of work
- During major storm events, support the grid as jurisdictional lead for Crew Manager (resource tracking) as well as providing support for other storm related logistical requirements
- Assisting with receiving and tracking for project materials and equipment.
- Coordinate Annual Records Management activities for the group.
- Update code blocks on timesheets for field personnel as changes are needed.
- Coordinate shipping activities required by Telecommunications personnel in the region
- Provide Calendar and meeting reservation support.
- Willing and able to perform other unrelated duties as required and learn new processes and technologies
- Ability to work independently and with others
- Ability to work effectively on multiple assignments with minimal supervision.
- Flexible and able to adjust to changing priorities
- Preferred: Associate degree in a technical field (e.g., information systems, accounting, business, finance, economics, etc.)
- Specialist-Admin I: 0-2 years of relevant experience
- Specialist-Admin II: 2-4 years of relevant experience
- Specialist-Admin III: 4-6 years of relevant experience
- Specialist-Admin Sr: 6+ years of relevant experience
- Must be dependable, self-motivated, goal oriented, organized, and able to manage multiple tasks with little or no supervision
- Strong computer skills required, including Microsoft applications (Outlook, Word, Excel, PowerPoint) and Entergy system applications
- Must possess strong written and oral communication skills
- Must always maintain confidentiality
- Thorough knowledge and demonstrated understanding and appreciation of Entergy's safe work practices
- Demonstrated maturity in decision making and respect of peers
- Good analytical and organizational skills
- Must be EEI SASS test recommended
Job Function: Professional
FLSA Status: Nonexempt
Relocation Option: No Relocation Offered
Union description/code: NON BARGAINING UNIT
Number of Openings: 1
Req ID: 112267
Travel Percentage:Up to 25%
The Entergy System of Companies expressly prohibits any form of unlawful employee harassment based on race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the Entergy System of Company employees to perform their expected job duties is absolutely not tolerated.
As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.
