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Administrative Assistant

Location: 

Berkeley, CA, US

Company:  DTE Energy Services, Inc.
Job ID:  1147

The future is bright at DTE Energy! We are one of the largest Fortune 500 diversified utilities in the United States with an aspiration to be the best-operated energy company in North America and a force for good in the communities we live and serve. We have businesses in 26 states and are comprised of regulated utility and non-utility businesses.  Our utility business provides electric and gas service to approximately 3 million customers.  Our non-utility businesses include a diversified portfolio of energy related companies, ranging from gas storage and pipelines to renewable power development.
 

DTE Energy’s utility and non-utility businesses are poised for significant growth.  We look forward to working with highly motivated and team-oriented individuals to energize our efforts of growing economically and environmentally. 
 

Recently, DTE Energy has been recognized as an outstanding place to work and has received the following accolades:

* Gallup Great Workplace Award for multiple years
* Civic 50 Award for corporate citizenship excellence
* Indeed’s annual “50 Best Places to Work” award for two years running
* Metropolitan Detroit’s 101 Best and Brightest Companies to work For
* J.D. Power Customer Satisfaction Award
* Professional Women’s Magazine/Black EOE Journal “Best of the Best”
* Computerworld’s 100 Best Places to Work in IT
* Best Employers for a Healthy Lifestyle Gold Award
* Detroit Free Press Green Leaders Award

Administrative Assistant – UC Berkeley

Location:  Berkeley, California

Responsibilities:

The Administrative Assistant is responsible for maintaining records and files for the plant and providing administrative support for the Facility Manager as well as  other site managerial staff and employees as directed by the Facility Manager.

In addition, the Assistant, under the direction of the Facility Manager, is responsible for coordinating the activities with regard to ordering, receiving, storing, inventorying, inspecting, issuing, and shipping materials, supplies, tools, equipment and parts in the stockroom, warehouse or yard, and receive, store, and distribute material, tools, equipment and products throughout the site, as required and/or directed.

Duties:

Provide general administrative support to the plant team.

Controls all administrative documents and correspondence.

Copies data and compiles records and reports.

Tabulates and posts data in record books / databases as needed or required.

Records orders for merchandise or service.

Receive and screen all inbound calls, mail and other correspondence, and deliveries, and/or redirects same as required or instructed.

Prepares and dispatches outgoing mail, correspondence, and deliveries.

Greets and assists visitors.

Obtains and disseminates information regarding all personnel matters to employees.

Prepares, issues, and sends out receipts, bills, policies, invoices, and statements using a computerized accounting package.

Prepares and adjusts stock inventory.

Operates office equipment such as computers, adding, calculating, printing, and copying machines.

Maintains invoice, purchasing, regulatory, and correspondence filing systems.

Prepares and submits time cards as required and maintains accurate payroll records and evaluation reports each pay period in corporate system(s) as required.

Prepares and submits monthly billing summaries, as required.

Inventories administrative supplies and reorders, as necessary.

Prepares and enters daily production data for plant, as required.

Assists management with the development, implementation and recording of operations and maintenance programs and data, including training and personnel records.

Assists in any phase of operations or maintenance, as required and where qualified.

Supports purchasing as needed, including vendor contacts and evaluation.

Receives, unpacks, inspects and verifies the quantity and condition of all deliveries made to the warehouse as required.

Marks inventory and consumable items with identifying codes so they can be located without effort as required.

Issues stock items on receipt of an authorized issuing document and returns stock items as required.

Prepares, documents and arranges transportation for all equipment and materials being shipped from the facility, including Hazardous materials.

Ensures packages/crates are properly labeled with correct addresses prior to shipment.

Utilizes the computerized maintenance management system to generate purchase specifications, request for quotes, and purchase requisitions as required to maintain plant parts, supplies, and consumables inventories to support ongoing maintenance and operations activities.

Coordinates and handles the inventory control system, material receipts, issues, and returns.

Makes deliveries and pickups between warehouse and plant areas, as needed.

Interface with suppliers regarding specifications, quotes, orders, and invoices as required.

Prints and distributes reports and expedites delivery of materials to meet critical requirements of plant.

Understands and complies with all applicable environmental, health and safety policies and regulations while conducting Administrative activities.

Maintains a safe working environment to include good housekeeping practices of work areas

Performs routine inspections and assigned tasks as directed to ensure that hazardous materials and wastes are received, stored, issued and disposed of in a safe and environmentally responsible manner.

Assists in physical inventories as required.

Work with IT personnel to coordinate phone, computer and related activities, as needed.

Assist plant personnel in the preparation of training sessions, safety meetings, and other meetings, locate and prepare materials, and coordinate/arrange meeting facilities

Participates in plant and regional committees, meetings, conferences, and audits in an administrative support role as required.

Coordinates in the ordering, receiving, storing, inventorying, inspecting, issuing, and shipping materials, supplies, tools, equipment and parts to support predictive, preventive, and corrective maintenance activities.

Works to resolve purchase orders and payment problems with suppliers, and corporate personnel as required.

Works to reconcile purchase card statements, as required.

KNOWLEDGE, SKILLS AND ABILITIES

A high school diploma or equivalent and two to five years administrative experience with a progression of complexity and skills to provide for the following:

  • Knowledge of modern office practices and procedures
  • Knowledge of corporate policies including expense reporting, travel, and cellular phone
  • Demonstrated proficiency in business correspondence, spelling, grammar and basic accounting
  • Intermediate knowledge of Microsoft Office Suite and intranet/internet research and departmental database management
  • Ability to efficiently handle competing priorities and tasks, remain organized and meet deadlines
  • Ability to establish and maintain effective working relationships with supervisor, coworkers, management and the general public
  • Possess excellent written and verbal communication skills coupled with a welcoming, cooperative and supportive demeanor
  • Ability to function within a matrix organization in which functional and business leaders have equal authority within the organization and employees report to both a functional leader and a business leader
  • Ability to develop and maintain productive relationships with both a functional and business leader, who collaborate on employee issues and decisions (including performance management, compensation and development)

    PHYSICAL REQUIREMENTS

    The physical demands characterized in the attached essential and marginal job functions epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    WORKING CONDITIONS

    The employee performs job duties in a climate controlled office environment, with a moderate noise level.


DTE Energy is an equal opportunity employer and considers all qualified applicants without regard to race, color, sex, sexual orientation, gender identity, age, religion, disability, national origin, citizenship, height, weight, genetic information, marital status, pregnancy, protected veteran status or any other status protected by law.


Nearest Major Market: San Francisco
Nearest Secondary Market: Oakland