Portland General Electric Office Administrator in Tualatin, 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!
We have an awesome opportunity to work at a brand new, state of the art facility, supporting our teams in the Tualatin area. In this role, you will partner with two other Administrators for day to day and emergency coverage. This position will report into the office.
Job Function Summary
Provides a full range of administrative support to a manager and team(s) to enhance efficiency and support achievement of business goals.
Key Job Information
Lead: Requires expertise in a variety of work processes through a combination of job-related training and considerable on-the-job experience. Typically acts as a lead, coordinating the work of others, but not a supervisor. Works autonomously within established procedures and practices.
General Office Support/Administration - Serves as office administrator for a PGE department or facility; provides expertise in administering and coordinating activities to facilitate the smooth and efficient functioning of the organization/facility on behalf of the manager. May perform all or some of the general support activities described below in addition to specialized programmatic or coordinative responsibilities.
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.
Develops and maintains administrative or programmatic procedures. Coordinates and facilitates the review and revisions process for documented procedures; provides direction to reviewers and ensures proper formatting and sunsetting of superseded procedures. Ensures revisions are uploaded and maintained in applicable record management repositories or systems.
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.
Oversees or personally enters work orders, documents and records into applicable systems; reviews and corrects errors as applicable; classifies records and determines appropriate retention values. Maintains manuals, specialized technical documents and similar records in a manner that supports ready access and timely turnaround of program/project documentation.
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 complex 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 as assigned; coordinates with Accounts Payable to resolve invoicing issues; coordinates with vendors to ensure on-time delivery of materials and services.
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. Creates, implements and maintains databases for a variety of programmatic data, i.e., training, workflow, safety, maintenance; develops customized queries to extract and consolidate data for specialized reports for management or other purposes.
Safety Program Support - Supports safety program and initiatives; 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. As applicable, delivers site safety training to site visitors; evaluates documentation and captures data to report on program success metrics.
Compliance Support - Schedules applicable compliance activities, inspections, reviews and/or audits; maintains documentation of results and corrective action items; tracks and follows up with accountable parties to ensure actions are completed as required.
High school diploma or equivalent.
Preferred: eight or more years in progressive administrative support and secretarial positions or a related field; office administration or utility industry experience a plus.
Day to Day Responsibilities:
Coordination of tours (internal/external) External with heightened importance.
Ensure safety of the site and coordinate with corporate security.
Collaboration with training for the training room.
Coordinating large catering events.
Support the facility during major storms:
Close collaboration with facilities
Escorting emergency management personal
Updating and owning the management for the Operations Manual.
Partner with the site managers for the site manager guide.
Lead Floor warden and supportive for scheduling fire drills, etc.
Data center- facilitates a large number of vendors that visit the site - strong vendor management.
Delivery of the semi/coordination for the servers, etc.
Ability to adhere to pre-established schedule, including start/stop time and break/lunch schedule.
Ability to work long hours.
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.
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
Environment - Indoor/Outdoor
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:
This job posting will close at 12:01 am Pacific Time on the closing date listed below:
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.