Administrative Specialist II

HKA Enterprises is unable to support C2C. 3^rd party submissions and C2C requests will not be considered for any positions.

This position is the intermediate level of the Work Management Specialist classification hierarchy. Employees at this level solve more
complex problems and This position is responsible for providing technical, analytical and work management support for Distribution,
Customer Experience & Services. The incumbent, working within the parameters of established processes and standards, uses independent
judgment and initiative to complete assigned tasks. This position is accountable for providing accurate and timely work results which support
safety, reliability, storm restoration, and cost management while providing exceptional customer service. This position may also be utilized to
provide administrative support to multiple managers and serves in a non-exempt capacity.
Additional Preferred Qualifications

• Possesses a working knowledge of Microsoft Office Software
• Possesses a general knowledge of applications used in Delivery Operations
• Demonstrates good judgment in decision making
• Exhibits effective written and verbal communication skills
• Collaborates effectively in a team environment
• Works independently in resolving problems
• Exhibits flexibility and dependability during normal work schedule and after hours emergency storm restoration
• Prioritizes work effectively
• Supports changing work environments, processes, and policies
• Proficient in system applications used in Delivery Operations
• Knowledge of local ordinances, permits, and inspections
• Previous customer service experience
40%: Maintains excellent customer service to operations, management, and customers
• Efficiently uses available tools or systems to effectively communicate reliability details to external
customers
• Achieves acceptable level of availability during normal work schedule and emergency storm restoration
after hours and weekends
• Takes ownership of customer issues and problems until resolved
• Facilitates communication between internal and external customers
• Reports job status details to appropriate personnel as needed
• Monitors various reports to ensure process adherence to achieve customer-related goals
• Provides feedback to supervision for coaching opportunities
• Maintains knowledge of Engineering and Construction standards, compatible units, construction prints,
etc. used in Delivery Operations
• Executes customer contracts for Distribution facilities
• Audits work performed to ensure customer is billed accurately and timely
• Ensures work is scheduled to meet an established timeline
• Provides research, root cause analysis, and resolves customer issues
• Processes highway relocation work orders, collaborating with project managers and the Department of
Transportation
• Uses software applications (e.g. Word, PowerPoint, Excel) to prepare correspondence, reports,
presentations, agendas, minutes, manage calendars or meetings/meeting coordination etc.
40%: Cost Management
• Verifies and applies correct general ledger accounting in all work related applications and functions.
• Adheres to monthly accrual timelines and system entry cutoff dates. Ensures that all invoices on hand
are recorded and sent to the appropriate department that processes the accrual.
• Reconciles work order materials, labor, and equipment to represent actual field construction
• Resolves all errors and prepares construction work orders for close-out in work management system,
properly reporting units of property to Asset Accounting
• Audits, reconciles, and processes contractor invoices ensuring documentation agrees with pay items,
contracts are correct, and time and equipment charges agree with contractor timesheets
• Ensures timesheets are accurately completed and recorded in time management system in accordance
with payroll guidelines
• Creates appropriate work order to complete follow-up work utilizing the most cost effective resource and
skillset
• Obtains approvals, calculates costs and generates invoices for governmental lighting, Department of
Transportation highway relocation, property damage claims, and miscellaneous costs
10%: Reliability
• Prepares for and provides emergency restoration support including allocating event assignments to
damage assessors and clearing events in outage management tools
• Updates storm resource tracking and outage management tools during storm restoration
• Supports the execution of specific Delivery Operations reliability programs or processes using
appropriate work management applications
10%: EE Engagement/Safety
• Supports Human Performance safety culture through active participation in safety meetings
• Follows ergonomics and office safety guidelines
• Supports corporate initiatives
• Demonstrates a commitment to continuous learning and development.
Maintains excellent customer service to operations, management, and customers
• Efficiently uses available tools or systems to effectively communicate reliability details to external customers
• Achieves acceptable level of availability during normal work schedule and emergency storm restoration after hours and weekends
• Takes ownership of customer issues and problems until resolved
• Facilitates communication between internal and external customers
• Reports job status details to appropriate personnel as needed
• Monitors various reports to ensure process adherence to achieve customer-related goals
• Provides feedback to supervision for coaching opportunities
• Maintains knowledge of Engineering and Construction standards, compatible units, construction prints, etc. used in Delivery Operations
• Executes customer contracts for Distribution facilities
• Audits work performed to ensure customer is billed accurately and timely
• Ensures work is scheduled to meet an established timeline
• Provides research, root cause analysis, and resolves customer issues
• Processes highway relocation work orders, collaborating with project managers and the Department of Transportation
• Uses software applications (e.g. Word, PowerPoint, Excel) to prepare correspondence, reports, presentations, agendas, minutes, manage
calendars or meetings/meeting coordination etc.
Cost Management
• Verifies and applies correct general ledger accounting in all work related applications and functions.
• Adheres to monthly accrual timelines and system entry cutoff dates. Ensures that all invoices on hand are recorded and sent to the
appropriate department that processes the accrual.
• Reconciles work order materials, labor, and equipment to represent actual field construction
• Resolves all errors and prepares construction work orders for close-out in work management system, properly reporting units of property to
Asset Accounting
• Audits, reconciles, and processes contractor invoices ensuring documentation agrees with pay items, contracts are correct, and time and
equipment charges agree with contractor timesheets
• Ensures timesheets are accurately completed and recorded in time management system in accordance with payroll guidelines
• Creates appropriate work order to complete follow-up work utilizing the most cost effective resource and skillset
• Obtains approvals, calculates costs and generates invoices for governmental lighting, Department of Transportation highway relocation,
property damage claims, and miscellaneous costs
Reliability
• Prepares for and provides emergency restoration support including allocating event assignments to damage assessors and clearing events
in outage management tools
• Updates storm resource tracking and outage management tools during storm restoration
• Supports the execution of specific Delivery Operations reliability programs or processes using appropriate work management application

Requirements: 

• High School Diploma/GED