Production Operations Administrator

Oversees all T&D Division administrative functions, coordinating the daily activities of all administrative personnel within the division. Organizes and coordinates office services such as personnel, budget preparation and control, housekeeping, records control and special assignments.

Because the Authority has a responsibility to serve the public 24 hours per day, is expected to work overtime as conditions demand, and may be called in on short notice during power outages and other emergencies.

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

• Proactively coordinates administration activities within the T&D Division.
• Maintains a thorough knowledge of T&D Division operations.
• Maintains administrative staff by recruiting, selecting, orienting and training administrative personnel.
• Accomplishes staff results by communicating job expectations; planning, monitoring and appraising job results; initiating, coordinating and enforcing systems, policies, procedures and work schedules..
• Completes special projects by organizing and coordinating information and requirements; planning, arranging and meeting schedules, monitoring results.
• Improves program and service quality by devising new applications; updating procedures; evaluating system with users.
• Achieves financial objectives by anticipating requirements; submitting information for
  budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
• Studies departmental methods in order to improve workflow, records management, simplify reporting procedures or implement cost reductions
• Analyses record keeping systems, forms control, office layout, suggestion systems, personnel requirements, and performance standards to create new systems or revise established procedures.
• Maintains adequate control of records and a system that can provide immediate retrieval of documents; studies methods of improving work measurements
• or performance standards.
• Coordinates collection and preparation of operating reports such as time and attendance
  records, terminations, new hires, transfers, budget expenditures and statistical records.
• Assists in preparation of budget needs and annual reports of the department
• Compares budget allocation with budget requests, records actual expenses, and prepares status of budgetary accounts; compiles statistical data to be used in preparation of the budget and in making estimates.
• Conducts and/or coordinates training for employees.
• Maintains confidential records and personnel files of employees; assists department supervisors in the coordination and preparation of vacation schedules so that sufficient personnel are available to perform all functions.
• Prepares schedule of appointments and makes follow-up arrangements for director and or manager; prepares routine memos and correspondence.
• Maintains a file record of each employee as to sick, annual, leave-without- pay, etc., and issues company policies to employees.
• Studies and implements procedures to improve efficiency of subordinates; may assist subordinates in performing duties.
• Serves as petty cash custodian; reviews petty cash requisitions, disburses cash and prepares reimbursement voucher; maintains imprest fund balance.
• Transcribes data from source documents to keypunch into a computer via a computer terminal.
• Assembles and verifies completed material and file documents. Complies, sorts and verifies accuracy of data to be entered; keeps record of work completed. Deletes incorrectly entered data and re-enters correct data
• Maintains harmony among workers and resolves minor grievances.

• Knowledge of modern training and safety practices.
• Knowledge of occupational hazards and safety.
• Thorough knowledge of Microsoft Office Applications, particularly Excel, Access and PowerPoint, and other Word processing software.
• Thorough knowledge of modern office practices and procedures.
• Thorough command of the English language.
• Knowledge of the general principles of budgeting purchasing and personnel practices.
• Good knowledge of the principles of supervision.
• Ability to analyze a variety of complex problems and recommend corrective action.
• Ability to maintain the confidentiality of the office.
• Ability to communicate effectively both orally and in writing.
• Ability to handle typing and non-typing responsibilities.
• Ability to handle high-pressure situations and meet deadlines through skillful assignment of work.
• Ability to effectively manage time, set priorities and work independently.
• Ability to make routine decisions independently, according to laws, regulations and established departmental policies.
• Ability to prepare a variety of reports.
• Ability to meet and deal effectively with a wide range of individuals, challenges and changes.
• Ability to interpret and explain general rules and policies.
• Ability to type fast and produce error-free copies, high-volume, quality work.
• Ability to express oneself in written and oral communication in a clear and concise manner.
• Ability to establish and maintain effective working relationships.
• Skill in taking and transcribing oral dictation.

Graduation from an accredited institution with an Associate  degree in business administration and four (4) years of progressively responsible experience in business administrative work.