Administrative Assistant - Invoice Processing

Job Responsibilities

• Promote and maintain a safe work environment.
• Processing, tracking, and coordinating the completion of staff timesheets and procurement card reports.
• Assist in the tabulation, tracking, and development of critical project statistical information, including assisting in the development and publication of weekly and monthly project reports.
• Organizing and cataloging key project files (change notice request forms, summary of award forms, sole source forms, records of decision).
• Gathering information, assimilating, developing, and finalizing extensive monthly project status PowerPoint presentations.
• Administrative owner for S Drive and SharePoint sites.
• Involved in records retention efforts associated with large construction projects.
• Able to fill in for executive administrators when needed.
• Highly professional and responsive in all interactions with managers and staff.
• Must be very flexible to support emergent work requirements.
• Responsible for communications with Compliance and HR organization, in support of project team.
• Ensuring adherence to applicable company administrative, accounting and compliance procedures.

Performing various administrative office duties including maintaining office supplies, coordinating meetings and events, managing travel arrangements, coordinating office relocations, creating and tracking project correspondence and performing miscellaneous assignments as directed.

Invoice processing in Oracle, Maximo contract and PO submission. Time for Union and Exempt employees, administration help with day-to-day activities for O&M and Capital projects securing invoices filing and keeping project files available. Needs of the Team for help with supplies and ensuring departmental initiatives are organized for implementation.