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Portland General Electric Senior Administrative Assistant / Permit Coordinator - Beaverton in Beaverton, Oregon

This is an exciting time to join Portland General Electric. As Oregon’s largest electric utility, Portland General Electric is leading an energy transformation that will harness the power of clean and renewable resources. Our vision for a clean energy future relies on three interrelated and overarching strategies: de-carbonize through investing in clean and reliable energy; modernize through a smarter more resilient grid; and empower our customers in their energy technology choices.

We’re searching for innovative, customer and results-obsessed leaders to help power our mission and lead the way in championing the world’s clean energy future!

Senior Administrative Assistant / Western Region Permit Coordinator - Beaverton Line Center

In this position, you'll provide a full range of administrative support to a manager and team(s) to enhance efficiency and support achievement of business goals.

Key Job Information:

  • Requires specialized skills or is multiskilled, developed through job-related training and considerable on-the-job experience

  • Completes work with a limited degree of supervision

  • Likely to act as an informal resource for associates with less experience

Key Responsibilities

Line Design & Crew Coordination Support: (90% of job function)

  • As Western Line Center' s permit coordinator you would serve as a primary liaison with work order owners and multiple municipalities in requesting permitting. Municipalities within Western region include but not limited to Washington County, Cities of Hillsboro, Beaverton, Lake Oswego, Tigard, Tualatin, Wilsonville, Cornelius, Portland, King City, North Plains & Banks.

  • Interfaces with SDPM’s, Planners, Pre-reqs & municipalities to troubleshoot permitting needs or requirements.

  • Tracks and obtains permits using purchasing cards and reconciles purchasing card statements monthly.

  • Attends weekly line center meetings to discuss/troubleshoot any permitting issues for upcoming scheduled work.

General Office Support/ Administration:

  • Provides administrative support to a manager and her/his team(s) or a facility; receives visitors, callers and incoming mail and refers to appropriate staff member or PGE department or independently handles routine matters;

  • Uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries.

  • Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects.

  • Communicates assignments and directives from manager to team; tracks and follows up to ensure completion.

  • Schedules meetings and appointments and travel arrangements (flights, hotels, transportation) for manager and staff.

  • Coordinates, schedules and confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested.

  • Plans and organizes internal senior team meetings and meetings with outside industry members/stakeholders and others; reserves meeting space, arranges catering and compiles and assembles participant packets and materials; reports and troubleshoots problems with facilities, office equipment or furniture; participates as a team member in planning and executing officer/CEO special events.

  • Maintains administrative procedures; ensures that standards, policies and practices are followed.

  • Handles all administrative tasks or issues that arise not requiring the attention of the manager or other staff; ensures efficiency and organization of office operations.

  • Communicates directly and on behalf of the manager with staff and managers from other departments on matters related to the manager’s priorities and views; maintains awareness of issues occurring in the environment and makes manager aware of those needing attention.

  • Trains and administratively oversees work of less experienced colleagues, summer and temporary employees; serves as resource for day-to-day questions and problem solving in administrative arena.

  • Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides and manuals.

  • Initiates the request for facility moves and repairs, greeting and providing vendor access to complete the move or repair. Tracks the move or repair form completion, helping vendors and personnel resolve related issues.

Accounting/Budget Support:

  • Serves as a primary liaison with the Finance Department; reviews time and attendance entries to ensure accuracy and compliance with policies, contractual provisions, basic wage and hour regulations;

  • Interfaces with Payroll staff to troubleshoot payroll and timekeeping problems for employees;

  • Executes payroll adjustments; collects and consolidates data to develop budget;

  • Tracks and reports on expenditures; monitors accounting reports and coordinates with Finance Department staff to resolve issues.

Personnel Administration Support:

  • Serves as primary liaison with the Human Resources department; initiates personnel action requests and requisitions on behalf of manager;

  • Coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access;

  • Provides new employee orientation; assists employees with benefits issues; coordinates and tracks employee completion of training;

  • Coordinates notification and documentation of drug testing.

Purchasing/Contracting Support:

  • Purchases a variety of supplies, services and equipment using purchasing cards and informal acquisition procedures;

  • Reconciles purchasing card statements; initiates purchase requisitions;

  • Coordinates with vendors to ensure on-time delivery of the best, most cost-effective materials and services;

  • Expedites all critical purchases as needed; tracks status of all purchase requisitions and purchase orders;

  • Coordinates with Sourcing and Contracts staff to ensure compliance with all corporate policies; administers service contract(s) for manager or facility.

Inventory/Supply Management Support:

  • Maintains supplies of items such as office supplies and other consumables.

  • Conducts physical cycle counts and updates inventory records; maintains automatic reorder system for inventory; enters items and vendors into applicable inventory management systems.

IT/Database Management Support:

  • Coordinates with Information Technology and other staff in maintaining interfaces for various systems; enters data into various systems; performs database maintenance activities;

  • Provides expertise to other team members regarding functional user interface procedures and processes for software applications and systems.

Safety Program Support:

  • Supports safety program; arranges safety meetings; tracks and schedules training and medical appointments; assists with various safety initiatives; performs clerical duties on the safety committee.

  • Supports the Personal Protective Equipment Program by tracking and verifying employees’ balances.

Education: High school diploma or equivalent.

Experience: Preferred: five or more years in progressive administrative support and secretarial positions or a related field.

Knowledge, Skills, Abilities:

  • Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.

  • Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization.

  • Intermediate skills in applying procedures and practices within the framework of established guidelines.

  • Intermediate knowledge of the organization, functions, key personnel and sources of information of the department/facility served.

  • Working knowledge of the company's budgeting procedures

  • Intermediate knowledge of purchasing methods for materials and equipment.

  • Intermediate knowledge of time and attendance reporting policies, procedures and requirements.

  • Basic knowledge of state and federal employment and wage and hour laws.

  • Basic knowledge of PGE’s policies, procedures, benefit plans and collective bargaining agreement.

  • Basic knowledge of PGE’s policies and procedures for recruiting and hiring.

  • Working knowledge of PGE’s sourcing/contracting policies and procedures.

  • Intermediate computer skills using administrative software applications: Microsoft Office (Word, Excel, PowerPoint, SharePoint), eRecords, Maximo, Peoplesoft, Powerplant, myTime and other corporate software systems for entering and processing data.

  • Working skills using office equipment, including copiers, printers and phones.

  • Working database management skills.

  • Intermediate business process interrelationships skills.

  • Intermediate decision-making skills.

  • Intermediate influence skills.

  • Intermediate interpersonal skills.

  • Intermediate negotiation skills.

  • Intermediate organization and prioritization skills.

  • Intermediate problem-solving skills.

  • Advanced written and oral communication skills.

  • Working delegation skills.

  • Consistent use of relevant principles to solve practical problems and to deal with a variety of concrete variables in situations where only limited standardization exists.

  • Ability to adhere to set response times, deadlines and time-sensitive tasks

  • Ability to follow accuracy standards

  • Ability to follow through on decision-making tasks

  • Ability to interact effectively and collaboratively within a team environment

  • Ability to communicate and problem solve when under stress

  • Ability to respond and adapt to frequent change

  • Ability to accept and demonstrate self-awareness when provided constructive feedback

  • Ability to discern feedback and acknowledge ownership of areas of improvement

  • Ability to avoid future mistakes by applying reasonable skills to new but similar work situations or tasks

  • Ability to successfully collaborate with peers, managers and others within the organization Demonstrates sound memory

  • Ability to process new information to be applied consistently to work tasks

Schedule/Attendance:

  • Ability to adhere to pre-established schedule, including start/stop time and break/lunch schedule [typically for nonexempt positions, although some exempt positions may have an established start/stop time]

  • Ability to work long hours [typically for exempt positions; if included in nonexempt positions, overtime applies]

  • Ability to work a variable schedule

  • Ability to report to work and perform work during periods of severe inclement weather

  • Ability to consistently meet attendance standards for regular, reliable, predictable, full-time attendance [for part-time positions, change to part-time attendance]

  • Ability to work shift schedule

  • Ability to work on-call schedule

Physical Capabilities :

  • Driving/travel/commute: Daily within service territory - Occasionally (one to two times a month or less)

  • Computer use (use computer regularly for entire work shift)

  • Lifting/pushing/pulling: Up to 50 lb

  • Carrying: Up to 50 lb

  • Carrying: More than 50 lb

Environment - Indoor: Office

Join us today and power your potential!

To be considered for this position, please complete the following employment application by the posting close date. A cover letter may be needed with your application to be considered for this position.

PGE believes in rewarding strong performance. We provide a total compensation package that is designed to reward your contributions to the company, and, at the same time, support your well-being and professional development, both now and into the future.

PGE is committed to diversity and inclusion in the workplace and is an equal opportunity employer. PGE will not discriminate against any employee or applicant for employment based on race, color, national origin, gender, gender identity, sexual orientation, age, religion, disability, protected veteran status, or other characteristics protected by law.

Assisting with storms or other Company emergencies is a part of all positions at Portland General Electric.

Talent Acquisition Contact:

Staffing@pgn.com

The posting closes at midnight (Pacific Time) on the closing date below:

October 25, 2021

At Portland General Electric, we’re innovators, builders, and achievers. We’re committed to powering our customers’ potential and making a difference for our community and the planet. Today, that commitment includes developing an intelligent and resilient electric grid, electrifying transportation and de-carbonizing the energy sector.

We’re proud to deliver an exceptional experience to help our customers thrive. Our mission is to make clean, reliable and affordable energy services available to all. We obsess over serving customers and are committed to growing employee career paths with purpose. Equity and inclusion are core business values; we celebrate our differences and are committed to developing teams that reflect the communities we serve.

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