Lead Administrative Specialist

POSITION CONCEPT

This position supports a wide variety of activities within the Corporate Communications Department and is responsible for administrative support to the Director, Corporate Communications. Responsibilities include direct support on corporate team member special events; interacting with the media in support of TECO spokesman; input, analysis and reconciliation of the department budget; input and record-keeping of exempt and non-exempt payroll; tracking and entering TECO Energy and Tampa Electric invoices; generating GPRs for purchase order issuance; inter-department administrative coordination; and record-keeping of conservation advertising-related expenses.

PRIMARY DUTIES AND RESPONSIBILITIES

• Administrative Support to Director – Serve as an administrative assistant to the Director, Corporate Communications, including maintaining department administrative LAN files, answering phones, scheduling meetings, filing, faxing, mailing, running work-related errands and coordinating with administrative staff from other departments.
• Budgeting and Payroll – Development of yearly Corporate Communications department budget for Tampa Electric, TECO Energy and subsidiaries. Tracking of departmental budget and preparation of monthly budget reports for managers and director, including reconciliation of monthly PAR reports, analysis of variances when necessary and preparation of monthly forecasts. Uploading of annual budget into the company system from four budget locations. Tracking of conservation advertising-related expenditures and submitting monthly report as necessary. Inputting of time sheets for 00 and 02 payroll into SAP; keeping up-to-date files of payroll time sheets, administrative policies, etc.
• Coordinate special events as needed, including directly leading all aspects of assigned internal events. This includes planning logistics for the event or initiative, preparation of mailing lists and RSVP lists, name tag labels, and on-site event preparation and hosting.
• Direct support to TECO Spokesperson and Director with regards to managing media calls and inquiries during high volume and emergency situations. This includes collecting information on media requests for information and answering and documenting media calls for follow-up during emergencies such as major outages and storms.
• Invoice/Expenditure Tracking – Tracking of all department invoices on Excel spreadsheets, securing proper approvals, ensuring PAR/Epicor numbers are correct and invoices entered into the mainframe. Reconciliation of monthly department credit card statements. Generating of GPRs to set up purchase orders to pay vendors; tracking and filing all TECO Energy and Tampa Electric purchase orders for our department and keeping them updated.
• Department Administration – Scheduling, planning and coordination of department meetings and events; initiation of telecom and building services work orders; informing telecom of departmental changes; ordering cell phones and accessories. Keeping InSight distribution list up-to-date, printing labels and address envelopes, delivering labels to printer Assisting team members with departmental administrative help as time allows.

QUALIFICATIONS

Education

Required: High School diploma or equivalent required.

Preferred: Education beyond H.S. preferred.

Related Experience

Required: Must have 6 years of experience in an administrative support role with preferred experience in budget and payroll applications, dealing with senior management and/or dealing with the media or customers

Knowledge/Skills/Abilities (KSA)

Required: Must be proficient in Word, Excel, PowerPoint, Management Information Database (MID), InVision document management, MMIS, SAP and WorkMan. Excellent organizational skills required.

JOB RELATED DIMENSIONS

Ownership & Excellence

Produce Results

Teamwork

Work Safely