Job Title: Administrative Assistant

Work Place Flexibility: Onsite 

Legal Entity: Entergy Services, LLC 

 

***This position is onsite in Jackson, MS. Relocation assitance is not provided. This position requires EEI SASS Testing (see job description for more information ).  If you have already taken and received a score of "Test Recommended" please note this on your resume and acknowledge in application questions.  Please ensure your email address and mobile number are accurate in your profile as this will be our method of communication.  Keep in mind that the testing invitation may be routed to SPAM or Junk by your email system***

JOB SUMMARY/PURPOSE:
This position will coordinate all administrative functions and provides multifaceted administrative support to department management and staff. Responsibilities typically include: scheduling appointments, coordinating incoming mail, maintaining the calendar, making travel arrangements, arranging meetings, etc. Responsibilities also may include running and tracking projects and programs associated with senior management administrative support, accurately producing a variety of reports and presentations using the appropriate software for word processing, graphics and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects. This position is critical to the function of Telecom Eastern & Metro Regions.  They are the catalyst for reporting and communicating the budget and storm related issued and everyday issues. 

JOB DUTIES/RESPONSIBILITIES:

Provide secretarial and administrative support to Senior Managers and Directors. Manage calendar, schedule events, travel arrangements, departmental meetings, and arrange conference calls. Manage correspondence and routine documents and presentations given minimal direction. Prepare documents, spreadsheets, presentations, interoffice correspondence and copies. Manage administrative affairs of the department including invoice processing, supply equipment procurement, training records, etc. Handle multiple assignments, work within deadlines, and maintain confidentiality of departmental issues. Be proactive in forwarding work issues to the appropriate managers/supervisors.

Budget Duties:

Drives reliable, predictable, secure, and cost-effective Telecommunications services through project field deployments, proactive maintenance for systems, and quick reaction to the items listed below.

Directly supports the Eastern & Metro Region Telecom teams. Tracking O&M actuals and forecasting future O&M spending for Eastern & Metro Telecom. Participate in monthly PE conference calls regarding this activity. Tracking Capital actuals and forecasting future Capital spending for Eastern & Metro Telecom.  Updating budget spreadsheets. Tracking and implementing tower leases, propane tank rentals, and land leases. Submit requests for contracts/purchase orders as needed (O&M and Capital).  This includes equipment for projects, any purchases needed to fulfill customers SNOW ticket requests and, from time to time, requests from the Engineering group and IT groups.  Place small orders with vendors for purchases on One card.  Monthly reconciliation of One card. Track contracts/purchase orders as they move through the system, which includes matching the invoices as they come in for payment. Run monthly OT report for Eastern & Metro Telecom. Motorola repair tracking and payment.

Basic Administrative Duties:

Keep office supplies stocked as needed. Update code blocks on timesheets for field personnel as changes are needed. Provide UPS/shipping labels/documentation as needed (for Eastern & Metro Telecom and Engineering groups). Make monthly One Card payments for Parking, Water, Coffee, etc.  Coordinate Annual Records Management activities for the group. Coordinate group volunteer activities for the group providing positive messaging on community involvement through volunteerism, ESG, and DIB. Works with the field management to establish yearly safety meetings that promotes a focus and commitment on safety. Enter and track RMAs for different vendors.

Contract Work:

Processing request for submitting Contract Releases for blankets on Telecom programs and following through on processing these contracts. This includes creating the releases, creating the letters, securing rate sheets from vendors, sending letters to Vendors for signature, sending those to the contract manager for signature and then sending the executed contracts to the Vendor.

Storm Duties:

Assist in any way needed.  This could include helping entering support teams into the Crew Tracker System, logistics for the group, securing Propane from different vendors and making sure the propane is refilled and generators are serviced as needed throughout the duration of the restoration. 

MINIMUM REQUIREMENTS:
Minimum education required of the position
Typically requires vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Minimum experience required of the position

Asst-Admin II - 2-4 years experience Asst-Admin III - 4-6 years experience Asst-Admin Sr- 6+ years experience

Minimum knowledge, skills and abilities required of the position
None

Any certificates, licenses, etc. required for the position
Must be EEI SASS test recommended.

 

#LI-TR1

#LI-ONSITE

Primary Location: Mississippi-Jackson Mississippi : Jackson 
Job Function: Information Technology
FLSA Status: Nonexempt 
Relocation Option: No Relocation Offered
Union description/code: NON BARGAINING UNIT 
Number of Openings: 1
Req ID: 117251
Travel Percentage:Up to 25%

An Equal Opportunity Employer, Minority/Female/Disability/Vets. Please click here to view the EEO page, or see statements below.

EEO Statement: The Entergy System of Companies provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a protected veteran in accordance with applicable federal, state and local laws. The Entergy System of Companies complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment including, but not limited to, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. 

The Entergy System of Companies expressly prohibits any form of unlawful employee harassment based on race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the Entergy System of Company employees to perform their expected job duties is absolutely not tolerated.

Accessibility: Entergy provides reasonable accommodations for online applicants. Requests for a reasonable accommodation may be made orally or in writing by an applicant, employee, or third party on his or her behalf. If you are an individual with a disability and you are in need of an accommodation for the recruiting process please click here and provide your name, contact number, the accommodation requested and the requisition number that you are requesting the accommodation for. Employee Services will contact you regarding your request.

Additional Responsibilities: As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.

Entergy Pay Transparency Policy Statement: The Entergy System of Companies (the Company) will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the Company’s legal duty to furnish information.  41 CFR 60-1.35(c). Equal Opportunity and Pay Transparency.

Pay Transparency Notice:

Pay Transparency Nondiscrimination Provision (dol.gov)

The non-confidential portions of the affirmative action program for individuals with disabilities and protected veterans shall be available for inspection upon request by any employee or applicant for employment.  Please contact HRCompliance@entergy.com to schedule a time to review the affirmative action plan during regular office hours.

EEI Testing:

One way that Entergy has found to identify and assess the abilities and skills needed for certain jobs is through pre-employment testing. If this position does require an EEI test, the type of test will be located under the qualifications section of the job posting. If you are invited to a test session, we strongly recommend you review and complete the practice test as well as review the testing brochure for your respective test.  The test brochure will give you critical information on the test such as time allocated and number of questions.  Also, keep in mind that the actual test is timed; you should practice timing yourself while doing the practice tests. The practice test information and test brochures can be located by going to the EEI website, http://www.eei.org/practicetests, Logon ID:  entergy, password:  practice test (2 words). Travel expenses incurred in connection with EEI testing are non-reimbursable.

In addition to EEI testing there is also Fit-for-Duty testing which will identify and assess the abilities and skills needed for certain jobs. If this position does require Fit-for-Duty testing, the type of test will be located under the qualifications section of the job posting.

WORKING CONDITIONS:
As a provider of essential services, Entergy expects its employees to be available to work additional hours, to work in alternate locations, and/or to perform additional duties in connection with storms, outages, emergencies, or other situations as deemed necessary by the company. Exempt employees may not be paid overtime associated with such duties.

Please note: Authorization to work in the United States is a precondition to employment in this position. Entergy will not sponsor candidates for work visas for this position.