ADMIN SPEC II

Company Name: Consumers Energy Company

Location: WEST OLIVE, MI, US - 49460

Job Duration: 2022-01-14 to 2022-02-13

Overview

Join the diverse and dynamic team that powers Michigan’s largest energy provider and one of the nation’s largest gas and electric combination utilities.  Consumers Energy services 6.7 million of Michigan’s 10 million residents – caring for our friends and neighbors in all 68 Lower Peninsula counties.  We embrace a cleaner and leaner utility vision focused on eliminating energy waste and adding renewable energy from sources such as wind and solar.

At Consumers Energy, we offer more than just a place to work. We foster a culture that supports career development, growth, and stability, and we take pride in offering our co-workers excellent benefits and compensation packages. We are deliberately creating an inclusive culture that makes our diverse team of co-workers feel valued, supported, and empowered every day. We’re a company made up of thousands of people, all with different stories to share and work to do, but we stand united in our company purpose: world class performance delivering hometown service.

 

Summary
 

The Administrative Assistant will support the JH Campbell operations department as well as other managers/leaders in the organization, as needed. This is an integral support position to the department. The Administrative Assistant reports directly to the Production Lead.

 

The successful candidate should exhibit the following skills and attributes:
 

  • Strong verbal and written communication skills
  • Ability to prioritize work and adapt to frequently shifting priorities in a fast paced and dynamic environment
  • Possess troubleshooting, analytical, and critical thinking skills
  • Ability to successfully manage inquiries from all stakeholders including senior management, employees, and external affiliates

 

The successful candidate will work from JH Campbell Unit 3

 

 

Duties and Responsibilities

 

  • Calendar management: watch for and communicate conflicts with supervisors, operators, and training departments
  • Demonstrates exceptional customer service and interacts effectively with all, inside and outside of the department and company
  • Maintains confidentiality at the highest levels and protects sensitive data at all times
  • Understands the overall organizational hierarchy and can work collaboratively while maintaining a professional and respectful demeanor
  • Coordinates with other departments and administrative assistants on areas of common interest and involvement, including vacation coverage and appropriate allocation of resources
  • Handles incoming calls, schedules appointments, organizes staff meetings, travel itineraries, maintains office supplies, expenses, manages photocopying and faxing, filing and scanning documents, data entry, and coordinates pick-ups and deliveries
  • Assists in coordination of special projects, fact checking data, and responds to a variety of inquiries from all levels of the organization and external stakeholders
  • Provides support to all members of the Generation Operations team for larger projects and meetings. Can effectively take notes, compile action items, creates executive summaries and manages communications for Generation Operations team as needed
  • Research, analyze and prepare information on requested topics (Business Plan Deployment for Monthly Operating Reviews, SharePoint) as appropriate
  • Able to follow processes and track routing of contracts and other vendor documents

 

Essential Functions

 

  • Reviews timesheets, request corrections be submitted, and submit corrections when necessary
  • Builds, proofs, maintains, and files operations work schedules, maintains vacation requests, sick time requests, other leave requests, and other pertinent scheduling conflicts and implement into work schedules while ensuring proper work coverage
  • Maintain, proof and file EST/overtime hours, investigate and resolve issues, Convert to weekly OT lists file as required
  • Maintains lists of operator certifications and training as well as scheduling all ongoing and new hire training for the Operations department
  • Maintain various site distribution lists
  • Process and submit work schedules changes
  • Print and/or issue production operating procedures
  • Maintain and order departmental supplies
  • Performs other administrative support functions and more complex tasks including establishing relative priorities of current and anticipated workload and organizing and conducting assignments according to deadlines
  • Sets up and maintains office systems including file maintenance, correspondence deadlines 
  • Attend meetings as requested, take and record notes and/or minutes as requested
  • Prepares and composes letters, reports, and correspondence and performs other clerical administrative support duties as directed from time to time
  • Maintains confidentiality
  • Maintain departmental absence, vacation, and training matrix
  • Work with production Supervisors and Production Leads
  • Investigate and resolve training issues with Learning and development
  • Complete all required training
  • Compiles and maintains reports as requested
  • Coordinate with outside vendors as required
  • Performs or establishes procedures for all clerical functions and actions including phones, filing, and general word processing, tracking of information, maintaining logs/spreadsheets, and other similar administrative support
  • Under general direction, prepares special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other areas of the Company, etc
  • Ensures that requests for action or information are relayed appropriately; ensures that information is furnished in a timely manner
  • Periodically evaluates processes and program effectiveness and takes action to maintain continuous improvement
  • Follows all safety rules and procedures and contributes to the safety of co-workers and the general public
  • Participates as an active administration team member by contributing to program development and organization planning
  • Performs responsibilities in a manner that clearly shows effective communication and cooperation and that promotes open exchange of information, respect, high ethical standards and professionalism
  • Maintains work areas in a clean and orderly manner

 

Requirements/ Qualifications

 

  • High School Diploma / GED required
  • 5-7 years of related working experience as an Administrative Assistant
  • Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Must complete and maintain cybersecurity/NERC training to allow unescorted access

 

Preferred Qualifications
 

  • Associates/Bachelor’s Degree in an applicable field
  • Strong attention to detail
  • Experience with SAP

 

Hours and Travel

 

  • Meets travel requirements of the position
  • Generally, works a traditional Monday – Friday schedule, however, may infrequently require evening work and overtime
  • This position requires a physical on-site presence

 

 

Physical Demands

 

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
 

 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 

  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear
  • The employee is frequently required to stand and walk
  • The employee is occasionally required to climb or balance and stoop, kneel, or crouch
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus
  • Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 40 pounds
     

The recommended maximum weight for employees to lift without the aid of other employees or a lifting device is 35 pounds

All qualified applicants will not be discriminated against and will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity or national origin.