Title: Director's Assistant or Administrative Assistant

Location: Oakland United States

Job Description:

LOCAL CANDIDATES TO BAY AREA ONLY

POSITION#1

Requisition Title: Administrative Clerk

Job posting # - 3071

Pay range - $20-22/hr

LOCAL CANDIDATES ONLY* Hybrid - Typically 2x week and as needed to support scheduled events.

TOP THINGS:

Ariba & SAP Experience, Meeting Preparations, Onboarding processes for employees and contractors
Client laptop will be provided
Personal cellphone will also be used.
Can expense a set amount of cellphone reimbursement with prior approval*

Position Summary:

We are seeking a highly motivated individual with excellent oral and written communication skills for our Administrative Clerk position. Ideal candidates should also have reasonable technical and analytical skills to create and modify presentations, spreadsheets, and reports, as well as solving problems. The position requires a team player who can prioritize and manage multiple tasks and projects to meet deadlines, as well as assist other team members and admin clerks to accomplish organizational goals

Responsibilities

Follow all safety and work practices and requirements
Receives guidance and direction to carry out duties with limited review.
Applies full understanding of the work within the group supported.
Makes recommendations to administrative process improvements and practices.
Partners with administrative team to ensure completion of job responsibilities.
Performs diverse clerical or technical tasks requiring judgment and initiative, for example: Preparing moderately complex forms, reports, records, and/ or reference data using established formats.
Composes routine correspondence. Compiles data for reports. Researches and answers technical inquiries.
Coordinates room scheduling, meeting preparations (making copies, etc.), ordering catering and making travel arrangements.
Assists with written and verbal communications. Manages phones. Accurately takes messages and communicates to manager/supervisor and/or team members.
Updates documents, route incoming correspondence, maintains filing system.
Orders and maintains an inventory of items required. Orders new equipment or schedules service/maintenance
Manages/coordinates/tracks training requirements for work group
Provides back-up administrative/clerical support for other groups.
Enters and maintains data into standard systems or into spreadsheets.
Performs tasks in the payroll system to process time cards and troubleshoots inaccuracies or errors.
Assists in the on-boarding process for new-hires or transferring employees. May do additional HR processing as requested by supervisor using internal company applications.
Prepares invoices, purchase orders and/or expense reports as required
Coordinates and/or performs projects.
Assist with escorting Vendors as needed

Minimum Qualifications:

High School Diploma, GED, or equivalent work experience
Ability to deal with others
Ability to use judgment and reasoning in carrying out job duties
Ability to make decisions and take direction from others
California Drivers License
Microsoft Suite (Teams, Outlook, Excel, Word & PowerPoint)
Working knowledge of other important business systems applicable to the position (SAP, Ariba, etc.)
Remote option available within USA*

POSITION#2

Requisition Title: Administrative Clerk

Job posting # - 3061

Pay range - $20-22/hr

Description:

MANAGER OPEN TO CANDIDATES LOCAL AND OUTSIDE OF CLIENT'S SERVICE TERRITORY. ASSIGNMENT IS REMOTE. WITH MANAGER PRIOR APPROVAL A PRE-DETERMINED AMOUNT FOR CELL AND INTERNET CAN BE EXPENSED MONTHLY.

TOP THINGS LOOKING FOR:

PG&E EXPERIENCE
CLERICAL EXPERIENCE
ADMINISTRATIVE EXPERIENCE

Position Summary:

Responsibilities:

Process CARE applications
Answer CARE customer phone calls
Maintain customer written correspondence and daily logs
Follow all safety and work practices and requirements Qualifications

Minimum Qualifications

High School Diploma, GED, or equivalent work experience
Must pass the written pre-employment Clerical Test Battery (CTB) exam
Ability to deal with others
Ability to use judgment and reasoning in carrying out job duties
Ability to make decisions and take direction from others
CC&B Experience
California Drivers License
Microsoft Suite (Excel, Word)
Community Involvement
Customer Service Experience

Desired Qualifications

Bi-lingual
LOCAL CANDIDATES TO BAY AREA ONLY

POSITION#3

Job title: Administrative Assistant

Location - Oakland, CA

ASSIGNMENT IS REQUIRED ON-SITE IN OAKLAND 4 DAYS A WEEK & 1 DAY REMOTE

LOOKING FOR LOCAL CANDIDIDATES ONLY. CURRENTLY RESIDING IN BAY AREA/NEAR OAKLAND GENERAL OFFICE. LIENT LAPTOP WILL BE ISSUED. WITH MANAGER PRIOR APPROVAL A PRE-DETERMINED AMOUNT FOR CELL PHONE CAN BE EXPENSED. MILEAGE REIMBURSEMENT WILL BE APPROVED IF REQUIRED TO GO TO ANOTHER OFFICE OTHER THAN OAKLAND BUT THIS IS NOT ANTICIPATED.

TOP THINGS LOOKING FOR:

Experience with calendaring
Experience scheduling
Past experience as Executive Assistant

Support three directors with the following tasks:

Calendaring, Scheduling & Meeting Logistics: Manage & prioritize calendar. Arrange ongoing/recurring as well as ad hoc meetings & conference calls. Schedule conference rooms, set up audio visual or on-line meeting tools and events. Coordinate & ensure meeting logistics are in place. Reschedule appointments. May greet and escort parties to scheduled meetings.
Manage enterprise-wide executive meetings, fully owing scheduling, materials collection, AV coordination, and other administrative responsibilities. Interface with Office of the CEO as needed to identify and resolve issues related to this OR implementation.
Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of leader or team. Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.
HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires. Monitor & track staff participation in required training, reading or action including safety and compliance. Complete building services requests. May coordinate office space planning. Handle all aspects of new employee onboarding.
Coordinate Travel & Events: Handle all travel related aspects for individuals and groups. Arranging conference facilities, catering. Managing logistics for travel, group and events arrangements. Create detailed itineraries.
Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials.
May assist or coordinate maintaining information on intranet site. Maintain a records management system, including efficient filing system, document storage.
Prepare Invoices, Purchase Orders, Expense Reports, Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets, costs. May monitor adherence to expense report policy. May include credit card administration. May maintain subscriptions, memberships. May process check & wire transfer requests. May prepare and distribute invoices, request payment.
Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts & communications, take phone messages. use polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported). May monitor, sort and prioritize emails for the leader, and use discretion and business judgment to respond directly or to forward to team members for response.

Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader(s) and the organization.

Job posting # - 3062

Pay range - $20 - 25/hr

LOCAL CANDIDATES TO BAY AREA ONLY

POSITION#4

Job title: Administrative Assistant

Location - San Carlos, CA

ASSIGNMENT IS 100% REMOTE.

Description:

MANAGER PREFERS LOCAL CANDIDATES CURRENTLY RESIDING IN BAY AREA AND A PLUS IF PRIOR EXPERIENCE WORKING FOR UTILITY BUT POTENTIALLY OPEN TO CANDIDATES OUTSIDE TERRITORY. LAPTOP WILL BE ISSUED FOR CHOSEN CANDIDATE WITHIN TERRITORY. ASSIGNMENT IS 100% REMOTE.

WITH MANAGER PRIOR APPROVAL PRE-DETERMINED AMOUNT FOR INTERNET AND CELL PHONE CAN BE EXPENSED FOR REIMBURSEMENT.

TOP THINGS LOOKING FOR:

Experience with Ariba
processing payments and Purchase Requests
Demonstrated ability to be productive working remotely

Position Summary:

This position is in the Electric Asset Strategy organization. The successful candidate will be responsible for performing various administrative tasks, including invoice verification, payment processing, purchase requests, creating and managing CWAs, SAP data entry & retrieval.

Responsibilities:

Promote safe practices and conduct in accordance with Corporate Safety policy.
Conduct all business activities in full compliance with established laws, regulatory commitments, policies, standards, procedures, guidelines, work aids and safety compliance requirements.
Conduct all activities in an ethical and honest manner. Model the safety values through action and words.
Retrieve data and convert to Excel spreadsheets as needed for reports.
Provide administrative support for various initiatives as needed.
Perform special tasks as assigned.

Qualifications

Minimum Qualifications

High School Diploma
2 years of secretarial/administrative experience supporting leadership staff
Client is an AA/EEO employer that actively pursues and hires a diverse workforce.
Managing for results - ability to plan, organize, and successfully handle multiple tasks, ability to work under pressure
Communication - excellent verbal and written communication skills
Proficient with Ariba, Excel, SharePoint, and Outlook

Desired Qualifications:

A.A. or higher in Bus. Admin or related field

Job posting # - 3048

Pay range - $20 - 25/hr

POSITION #5

Job title - Senior Executive Assistant

LOCAL CANDIDATES ONLY. The role is onsite at Oakland GO majority of the time.

TOP THINGS:

Self Starter - Can contribute with little direction
Excellent Communication Skills
Strong Organizational Skills
Travel can be to anywhere in our service territory (25-40% travel)
Client will provide laptop and PPE (when needed)
With prior HM approval, can expense for mileage, food, and Lodging while traveling outside of Oakland. can also reimburse for cellphone at a set rate every month.
Calendaring, Scheduling & Meeting Logistics:
Manage & prioritize calendar.
Arrange ongoing/recurring as well as ad hoc meetings & conference calls.
Schedule conference rooms, set up audio visual or on-line meeting tools and events.
Coordinate & ensure meeting logistics are in place. Reschedule appointments.
May greet and escort parties to scheduled meetings.
Written & Oral Correspondence:
Compose, proof read, edit & format written correspondence, agendas, and documents for signature.
Assist with phones, phone screening, oral contacts & communications, take phone messages.
Utilize polished professionalism and communication skills while serving as liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported).
May monitor, sort and prioritize emails for the leaders, and use discretion and business judgment to respond directly or to forward to team members for response.

Refer / Delegate / Track Questions, Actions & Issues:

Refer or delegate business issues or questions to others for resolution on behalf of leader or team.
Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool or process, communicate and report on status.

Documentation, Records Management & Filing:

Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature. Prepare copies, arrange materials.
Process, distribute mail. May assist or coordinate maintaining information on intranet site.
Maintain a records management system, including efficient filing system, document storage.

Coordinate Travel & Events:

Handle all travel related aspects for individuals and groups.
Arranging conference facilities, catering.
Managing logistics for travel, group and events arrangements.
Create detailed itineraries. Audit/monitor for adherence to corporate travel guidelines.

Office Supplies & Equipment Ordering:

Order & maintain an inventory of items required.
Order new equipment or schedule, service / maintenance.
Order supplies.
Manage mail to ensure timely delivery, especially correspondence from regulatory agencies.
Timely reconciliation of expense reports with adherence to expense report policy.
Manage commercial card usage and timely reconciliation of statements.
Will include credit card administration.
Will maintain subscriptions, and memberships.
May process and track check & wire transfer requests.
May prepare and distribute invoices, requests for payment etc.

HR, Safety, Compliance Training, Building & Asset Related Tasks:

Handle HR related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, emergency lists. Order LAN ID and assets for new hires.
Monitor & track staff participation in required training, reading or action including safety and compliance.
Complete building services requests.
May coordinate office space planning.
Handle all aspects of new employee onboarding.
Actively participate in staff meetings with process and continuous improvement ideas including safety and budget reduction areas.

Create Presentations:

Create, assemble, modify, proofread presentations, spreadsheets, reports.

Create Reports & Track Metrics:

Manage data, metrics tracking and reporting, report creation and execution
Monitor training status of department and provide to leaders
Backup Other Administrative Assistants: Provide backup and support to other Executive Assistants as required, including travel to San Francisco General Office as needed.

Minimum Qualifications

High School Diploma OR equivalent
3 years of executive administrative support experience

Desired Qualifications

Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills
4 years working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.
Communication & interpersonal skills that reflect a high degree of professionalism
Organization and planning skills
Attention to detail
Analytical thinking
Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
Flexible and open to change
Resourcefulness
Ability to use discretion and judgment in dealing with sensitive and confidential information
Political and organizational savvy
Motivated, self-starter, eager to master new skills
Ability to foster teamwork, collaborative environment
Software / Office Applications: Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search.
May also require experience and knowledge with Client specific applications such as SRM, Concur, HR SAP, CATS, Visio, SharePoint

Job posting # - 2949

Pay range - $30 - 40/hr

JOB CODE: 3071, 3062, 3048, 2949

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