Admin Specialist II (Ocala)

Title: Admin Specialist II (Ocala)    
Company: Peoples Gas System
State and City: Florida   -  Ocala
Shift: 8 Hr. X 5 Days

Our People are our greatest investments.  TECO Peoples Gas offers competitive pay, a comprehensive benefits package and opportunities for growth and development in a friendly and professional work environment. 

If you are interested in a career and not just a position, TECO Peoples Gas is the place to be!  

TECO Peoples Gas is the largest natural gas distributor in Florida serving more than 400,000 customers across the state. Just as it was 125 years ago when we started as Tampa Gas Company, natural gas is today’s No. 1 choice for reliable energy.  Join our team of energy experts as we build on that legacy through innovation and cost-effective sustainable energy solutions all while keeping top-notch customer service at the center of all we do. 

TECO Peoples Gas is a subsidiary of Emera Inc., a family of energy companies which also includes Tampa Electric and New Mexico Gas Company. Emera provides energy to residential and commercial customers in the United States, Canada, and the Caribbean, with career opportunities available in all of these locations. 

POSITION CONCEPT (for all admin positions)
Under varied degrees of supervision provide a variety of administrative support and services for assigned operation (business unit).

Advancement to a higher level is based on value added to the company through increased duties, responsibilities, and accomplishments. Advancement is not automatic, i.e., based solely on time in the job, but will be based on the employee’s performance, qualifications, and the technical needs of the department.

PRIMARY DUTIES AND RESPONSIBILITIES (D&R) (for all admin positions)
Performs a combination of the following duties & responsibilities:
1. Communicate with internal and external customers
2. Data entry, data maintenance , reporting and analysis
3. Clerical Functions
4. Records Management
5. Gas account and gas facility research and administration
6. Work activity tracking, scheduling and record keeping
7. Will perform additional duties and responsibilities and assist other personnel as needed.

RELATIONSHIPS
Key Internal: Interacts with a variety of company personnel within Gas Operations and TECO Corporate staff.
Key External: Interaction outside the Company is mostly with customers, contractors, developers, other utilities, governmental agencies, vendors and members of the general public.

WORKING CONDITIONS
The administrative personnel will work primarily in an office environment; but may be required to work in a warehouse or outdoor setting.

PHYSICAL DEMANDS/REQUIREMENTS

• Must be able to independently operate a motor vehicle in a safe manner.
• Must be able to independently enter/exit a motor vehicle as required.
• Must be able to walk, stand or sit for extended periods of time.
• Must be able to bend and/or stoop requiring full use of the lower extremities and back muscles.
• Must be able to grasp/handle small hand tools and other objects by applying pressure with fingers and palms.
• Must have vision correctable to 20/40.
• Must be able to pull, push, lift and carry objects weighing up to 10 lbs.
• Must not have an average hearing loss greater than 40 decibels in the better ear at frequencies of 500, 1000 and 2000 with or without a hearing aid.
• Must be able to perform repetitive motions by extending arms and hands in any direction with substantial movement of wrists, hands and fingers.
• Must be able to enter letters and numbers on a keyboard.
• Must have the ability to judge distances and spatial relationships of objects.
• Must be able to reach in any direction up to 4 feet.
• Must be physically capable of indoor/outdoor.

JOB LEVEL 1: Administrative Assistant
POSITION CONCEPT
Under active supervision provide administrative support and services for assigned operation (business unit).
Perform general clerical duties, handling matters of a routine nature and processing routine items.
Supports/Assists with the resolution of issues or may resolve problems of routine to low complexity.

PRIMARY DUTIES AND RESPONSIBILITIES (D&R)
Performs a combination of the following duties and responsibilities:
1. Communicate with internal and external customers (10%): Receive and screen telephone calls and visitors. Take detailed messages and convey to appropriate personnel; Answer routine questions and furnish information when possible, referring other matters to appropriate staff members; Schedule appointments and meetings, make necessary arrangements;
2. Data Entry (40%): Use existing spreadsheets or database, gather/collect/compile/enter and exchange data; Research/track/proof data for accuracy; Create standard reports as needed and maintain schedules such as the On-Call Calendar and On-Call Intranet page; Assist in data collection and distribution of materials;
3. Clerical Functions (40%): Perform basic clerical functions related to the job such as typing, filing, and photocopying; processing incoming and outgoing mail; collating and assembling documents; monitoring, ordering and distributing office supplies; and maintaining Employee Information Boards;
4. Perform additional duties and responsibilities and assist other personnel as needed (10%): Handle minor requests and/or assignment that require some knowledge of department’s policies and procedures.

QUALIFICATIONS
Education
Required: High School Diploma or GED
Preferred: Business Administration or Secretarial courses beyond high school

Experience
Required: Minimum 1 year of diversified clerical office experience related to the duties and responsibilities of this position
Preferred: Minimum of 2 years of administrative experience in a utility environment

Knowledge/Skills/Abilities (KSA)
Required:

• Must be able to express and exchange ideas verbally and in writing
• Must be able to perform basic math functions (add, subtract, multiply, divide)
• Knowledge of basic electronic mail functions (email), including ability to send, receive messages and attach documents
• Ability to operate a variety of basic office equipment; Ability to use a computer to input data, access information and/or create materials and documents using various software applications including window applications
• Must have attention to detail and ensure that spelling, grammar, punctuation, and sentence structure to written materials are complete and error free
• Good interpersonal and communication skills
• Ability to remain professional at all times when dealing with internal and external customers
• Ability to work well with various levels within the organization

Preferred:

• Ability to manage and prioritize multiple assignments
• Possess good organizational skills and be able to maintain effectiveness in a fast paced environment

JOB LEVEL 2: Administrative Specialist
Advancement to this level is based on the business needs of the department. Advancement is not automatic, i.e., based solely on time in the job, but will be based on the employee’s performance, qualifications, and the technical needs of the department.

POSITION CONCEPT
Under limited supervision perform standard but diversified general office duties requiring some knowledge of the unit’s operation and company procedures.

PRIMARY DUTIES AND RESPONSIBILITIES* * In addition to those defined in the previous levels
Performs a combination of the following:
1. Communicate with internal and external customers: Respond to general inquires and telephone calls by researching information and taking detailed messages, respond to escalated customer service complaints and works with the customer for a successful resolution, review and answer routine correspondence. (10%)
2. General Data Maintenance and Reporting: Create and maintain basic charts, graphs, spreadsheets and databases. Prepare summary information for manager’s review. Prepare and update recurring and routine internal reports, collect and verify data. Assist in overall coordination and data collection. Check documents for accuracy and completeness, cross reference information. (10%)
3. Prepare and Process Invoicing and Time Administration: Tracks and records time keeping data, creates requisitions, purchase orders, Service Entry Sheets, uniform orders and safety shoes and process energy conservation rebates following standard procedures. Assists employees with their P-Card statements and nsures all required documentation is attached and submits to local management for approval. Creates purchase requisitions and enters information into project database (Powerplant), ensuring accuracy of pipe charges. (20%)
4. Gas Account and Gas Facility Research and Administration: Handles requests for demolitions, signs off on demolition permits and arranges for an account to be cut and capped. Responds to and researches requests for easements and rights-of-way. Conducts periodic audit of accounts. Corrects errors in a customer’s gas usage and adjusts accounts arranging for a corrected bill to be mailed. Maintains as-built received from Contractors for entry into Mapping System. Processes General Service Agreements and creates job orders and premises for new account. Processes energy conservation rebates. (20%)
5. Customer Information and Order System Research, Tracking and Scheduling: Researches, updates and maintains a variety of customer information, service order, work order and compliance systems. This may include scheduling and tracking compliance or collections related service or inspection orders as well consolidating customer payments received at the local Division. May also serve as appoint of contact for field personnel. (20%)
6. Able to assist with certain functions of a Work Coordinator by answering call center calls, routing leak calls and distributing and scheduling workload to the appropriate field technicians as needed with the support of the Work Coordinator. (10%)
7. Maintain files record keeping activities and confidential data. (10%)
8. Perform additional duties and responsibilities and assist other personnel as needed.

QUALIFICATIONS
Education
Required: High School Diploma or GED
Preferred: Associate’s degree from an accredited college

Experience
Required: Minimum of 2 years of administrative and/or customer service experience related to the duties and responsibilities of this position
Preferred: Administrative experience in a utility environment; PGS Local Operations and/or PGS Contact
Center/Customer Service experience

Knowledge/Skills/Abilities (KSA)
Required:

• Must be able to perform the duties and responsibilities of an Administrative Assistant (Level 1)
• Strong interpersonal, customer service and communication skills
• Excellent knowledge of electronic mail functions, including sending and receiving messages, attaching documents and appending carbon copies
• Ability to operate a variety of basic and complex office equipment
• Ability to use a computer to input data, access information and/or create materials and documents using various software applications including MS Windows applications
• Ability to review and edit written materials for proper content, format, grammar, punctuation, and sentence structure
• Ability to listen and take accurate notes based on verbal information; Ability to manage and prioritize multiple assignments
• Ability to remain professional and work well with internal and external customers at all times

Preferred:

• Experience with utilities operations specific software systems, such as Powerplant, CIS/CRM
• the ability to read and understand maps and have knowledge of the geographic territory
• Knowledge of Company administrative policies and procedures

ADDITIONAL JOB RELATED DIMENSIONS* *In addition to Core Dimensions
Communication/ Presentation Skills
Customer Service Orientation

TECO offers a competitive Benefits package!!

Competitive Salary *401k Savings plan w/ company matching * Pension plan * Paid time off* Paid Holiday time * Medical, Prescription Drug, & Dental Coverage  *Tuition Assistance Program * Employee Assistance Program * Wellness Programs * On-site Fitness Centers * Bonus Plan and more!

STORM DUTY REQUIREMENTS....Please make sure to read below!!!  Responding to storms will be considered a condition of employment.

TECO Energy and its companies serve a role in providing critical services to our community during an emergency. Team members are required to participate in the response/recovery activities related to emergencies/disasters to maintain service to our TECO Energy customers. Team members are required to work in their normal job duties or other assigned activities. Proper compensation will be made in accordance with the company's rules and procedures.

TECO Energy is proud to be an Equal Opportunity Employer.

TECO Energy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law, except where physical or mental abilities are a bona fide occupational requirement and the individual is unable to perform the essential functions of the position with reasonable accommodations.

In order to provide equal employment and advancement opportunities for all individuals, employment decisions at TECO Energy will be based on skills, knowledge, qualifications and abilities.

Pay Transparency Non-Discrimination Statement

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

ADA policy

It is the policy of TECO Energy to provide reasonable accommodation for all qualified disabled individuals who are employees and applicants for employment, unless it would cause undue hardship. The corporation will adhere to applicable federal and state laws, regulations and guidelines, including, but not limited to the Americans with Disabilities Act (ADA) of 1990 and section 503 and 504 of the Rehabilitation Act of 1970s.

Application accommodations

Applicants may request reasonable accommodation in the application process five business days prior to the time accommodation is needed.

Pre-employment physical exams may be required for positions with bona fide job-related physical requirements regardless of disability.