Job Title: Administrative Assistant

Date Posted: 4/22/2024

Location: Birmingham, AL

Job Type: Contract Full-Time

Immediate 1 year position available in Birmingham, AL. - downtown

Job Requirements

Education Requirements:

· High School Diploma or equivalent required.

Preferred Experience:

· Experience in invoice processing.

· Experience with Accounting software - Oracle is a plus.

· Experience in Timekeeping is a plus.

· Experience working in a fast-paced environment.

Knowledge, Skills & Abilities:

· Proficiency in the following areas is required:

o Accounting/Auditing knowledge and skills.

o Taking initiative/self-directed.

o Organizational skills (Ability to multi-task.).

o Time management (Ability to meet deadlines.).

o Analytical skills (Continuous Improvement/Process Improvement).

o Oral communication.

o Detailed oriented.

o Written communication.

o Interpersonal skills.

o Customer focused.

o Computer skills.

· Proficient in the use of the following computer software is required:

o Microsoft Office suite (Outlook, Word, Excel, PowerPoint).

o Advanced Level in Excel desired (including creating pivot tables, reports, etc.).

· Proficient in the use of the following computer software is preferred:

o Enterprise Solutions (Maximo, MRS, Oracle) desired

Job Duties & Responsibilities:

· Handling invoice reconciliation and ensuring that the proper supporting documentation is provided, including creating PO revisions and processing invoice holds and communications with contract administrators.

· Assist with the onboarding of undergrounding distribution support and Land Acquisition supplemental workers.

· Provide support for administrative activities associated with projects: scanning and entry of documentation into CRE software (RMS), closing of Fee land files, mailing certified letters, and sending information to Record Center.

· Coordinate the distribution of 1099’s to those landowners that received payment for land rights.

· Assist with the communication of CRE information to our internal customers.

· Calendar management, assistance with time keeping, and other administrative support.

· Scheduling and setting up meetings and lunches.

· Order office supplies, distribute mail, and support overall needs of the floor.

· Proactively assist other administrative assistants as needed, coordinate coverage and provide back-up as needed.

· Maintain orderly and organized files, including adherence to retention schedule and archiving of departmental files.

Behavioral Attributes:

· Maintain a professional demeanor.

· Always maintain confidentiality of sensitive information.

· Demonstrate flexibility and adaptability to changing priorities and work with a sense of urgency.

· Ability to handle multiple tasks and requests from other departments.

· Ability to work in a team environment with diverse disciplines and backgrounds.

· Able to exercise independent judgment and discretion and able to work with minimal direction.

· Team Player with the ability to maintain a positive attitude and a commitment to providing excellent customer service.

· Self-motivated in job responsibilities.

· Strategic thinker and problem solver.