Facility Office Administrator (20356890)
This position contributes to the successful operation of the Combustion Turbine (CT) Facilities project office by preparing the biweekly timesheets for payroll and providing administrative support services in a professional, confidential and competent manner. Performs tasks and work for the Plant Manager or those designated by the Plant Manager. Maintains strict confidentiality, exercises good judgment and a high degree of professionalism when acting as an ambassador or liaison to staff, members, other agencies or the public. The level of supervision will be dependent upon the incumbent’s classification level (FOA I, II or III). Under general supervision, incumbents at the level III regularly perform a variety of duties requiring adaptation to various situations, judgment as to which learned work method to apply for the desired result, and the ability to communicate effectively.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This position requires the incumbent reports for work on time and maintains satisfactory attendance in accordance with Agency policy; Ensures work responsibilities are covered when absent; Arrives to meetings and appointments on time; Performs special assignments for the Plant Manager or others as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Facility Office Administrator I:
Prepare correspondence, forms, miscellaneous documents, procedures, reports, records, meeting minutes, and labels both manually and using computer software applications as required. Includes composing, editing, proofreading, filing, and distribution.
Answers and directs all incoming calls to appropriate personnel, place calls for purpose of obtaining information; greets vendors, contractors and visitors, and arranges meetings or appointments, safety orientations and on-site visits and tours of plants.
Responsible for maintaining all office equipment and office supplies. Acts as liaison with various equipment maintenance providers and suppliers. Also, operates a variety of office equipment such as but not limited to computers, printers, telephones, 10-key, copier, and fax machines.
Documents and tracks reports of job injuries between site and Human Resources department.
Obtains, receives, opens and distributes all incoming mail. Responsible for preparing, mailing or distribution of all out-going mail.
Schedules travel/lodging/training arrangements, including cash advances, car rentals, registration fees, flights, etc. as requested.
Maintains all files; master files, project files, safety files, personnel files, medical files, payroll files, etc.
Maintains overtime, sick leave and vacation records.
Keeps records on all vehicles and equipment.
Operates on an as-needed basis, company vehicle or personal vehicle for purpose of running errands or traveling to main office or other off-site locations.
Responsible for keeping track of project keys by lists, sign-out and return. Storage of original and duplicate keys.
Prepares expense reports for project staff.
Acts as custodian for maintaining, dispensing and reconciliation of petty cash.
Performs other job-related duties as required by providing any additional support as requested by management and staff.
Facility Office Administrator II:
In addition to the duties for the level I class, this level:
Compiles biweekly timesheets for payroll and maintains confidential duplicate payroll, attendance, medical files and personnel records. Applies intent of Memorandum of Understanding when preparing timesheets or for expense reports.
Coordinates vendors/contractors for services such as: landscaping maintenance, pest control, security systems, heating and air conditioning, janitorial services, lunchroom/ coffee supplies, office equipment repair and maintenance, and general and miscellaneous office building maintenance.
Assists with budget, budget report preparation and budget analysis.
Tracks, processes and completes any workers’ compensation claims.
May be requested to take notes or recordings of meetings and transcribes to written format.
Works with County Recorder’s Office to file official records and request real estate records.
Facility Office Administrator III:
In addition to the duties for the level I and II classes, this level:
Assists and provides support to employees and new employees with questions pertaining to benefits and payroll and acts as liaison between employee and Payroll/Human Resources departments.
Makes arrangements for business functions and events, meetings, tours and dinners. Interacts on occasion with NCPA’s Commissioners, Utility Directors and upper management.
Maintains team site in SharePoint and prepares site communication at required intervals and trains staff on its use.
Responsible for handling and processing and submission of invoices to accounting for payment. May also assist with budget preparation and tracking as needed.
Provides backup support for procurement and contracts.
Education and/or Experience
This level requires equivalent to completion of the twelfth grade; or completion of a business school curriculum. Requires at least one year of office administration experience performing similar job responsibilities.
Education and/or Experience
This level requires equivalent to completion of the twelfth grade; or completion of a business school curriculum, a Bachelor’s degree (B.S.) or equivalent in Business or a related field is preferred. Requires at least three years increasingly responsible office administration experience performing similar job responsibilities.
Education and/or Experience
This level requires equivalent to completion of the twelfth grade; or completion of a business school curriculum, a Bachelor’s degree (B.S.) or equivalent in Business or a related field is preferred. Requires at least five years increasingly responsible office administration experience performing similar job responsibilities.
KNOWLEDGE AND ABILITIES
Modern office methods, supplies and equipment; business English and correspondence, principles of effective training.
Ability to perform difficult clerical work, including ability to spell correctly, make arithmetical computations; operate various office machines; follow oral and written directions; evaluate situations accurately and take effective action; read and write English at a level required for successful job performance, attention to detail, grammar, spelling; type 35 wpm with speed and accuracy and ability to organize time wisely and work independently with minimal supervision; apply specific laws, rules and office policies and procedures; prepare correspondence independently, utilizing a wide knowledge of vocabulary; grammar; spelling and communicate effectively and provide functional guidance.
Valid California Driver's License and insurance.
Proficient personal computer skills including electronic mail, record keeping, routine database activity, advanced word processing, spreadsheets, graphics, etc. Have advanced knowledge of Microsoft office, including Word, Excel, PowerPoint, and Outlook Express. Other programs include SharePoint, payroll, purchasing and invoicing and on occasion, including drawing, photo editing and labels.
While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand and walk. The employee must regularly lift and /or move up to 10 pounds.
This job has no supervisory responsibilities.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
All employees are responsible for contributing to an inclusive, safe, and secure work environment that values diverse cultures, perspectives, and experiences, and is free from discrimination.
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NCPA offers multiple HMO & PPO health care plans through CalPERS for employees and their dependent(s). Alternatively, we offer a cash out option for those who do not enroll(proof of other coverage is required).
NCPA offers a defined benefit plan also known as a pension. This lifetime benefit is calculated based on a member's formula and includes years of service credit, age at retirement, and compensation (avg. salary over 36 months).
NCPA offers eligible employees and their dependents post retirement medical insurance benefits for life!
DENTAL & VISION
NCPA offers Delta Dental & Vision Service Plan (VSP) insurance for employees and their eligible dependent(s). In fact, we even pay the full insurance premium!
FLEXIBLE SPENDING ACCOUNT (FSA)
NCPA offers Medical and Dependent Care FSA accounts, through Basic Pacific, to set aside pre-taxed money for qualified expenses. We also provide an annual Medical FSA employer contribution of $500!
DEFERRED COMPENSATION PLANS*
NCPA employees may participate in 457and/or 401a plans offered through MissionSquare Retirement. These voluntary plans are funded through pre-tax or post-tax payroll deductions.
NCPA provides free Basic Life Insurance (up to $350k) through The Standard. In addition,employees
can purchase additional life insurance, spouse and child insurance!
SHORT TERM & LONG TERM DISABILITY
NCPA provides free disability insurance through The Standard. This benefit may provide income in the event of an employee injury, illness, or maternity leave.
PTO, HOLIDAYS & FLEX SCHEDULES
NCPA provides paid holidays, vacation accrual, sick leave accrual (with no cap),floating leave benefits, and flexible work schedules!
EMPLOYEE ASSISTANCE PROGRAM (EAP)
EAP is a free and confidential resource,offered through MHN, which is designed to help employees through life's many challenges by providing work and life services, and wellness resources.
*Eligibility and benefits are based on CalPERS Member status. If you are not sure of your CalPERS Member formula, please check with NCPA HR.