DEFINITION Responsibilities include greeting and directing visitors, answering phones, managing visitor’s badge security system, and providing administrative and clerical support. Maintains mailing databases, Agency rosters, uploads information and maintains General Manager’s portion of NCPA’s website, distributes incoming mail, UPS and Federal Express incoming and outgoing packages, orders office supplies, makes travel arrangements, and handles related expense reports as needed. Maintains front office/lobby reception area. Checks visitors’ in and out using visitor/guest badge security system. Provides administrative support for the NCPA Annual Conference and other meetings as required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This position requires that 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 General Manager, Executive Assistant to the General Manager and others as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Level I: Answers the phone/switchboard, and greets and directs guests to their destination. Ensures the front desk/lobby area remains secure at all times and makes sure only appropriate people enter the building. Manages visitor badge in and out security system.
Manages postage account and postage machine.
Sorts and distributes the mail including accepting UPS and Federal Express packages, as well as handling outgoing mail including UPS and Federal Express packages.
Monitors, orders, and distributes office supplies, including business cards, letterhead and accompanying envelopes.
Handles all outgoing mail including UPS and Federal Express packages.
Schedules meetings, appointments, and conference calls; maintains Agency’s paper and electronic conference room calendars.
Attends and participates in the Quarterly Headquarters’ Office Safety meetings.
Reporting for work on time is essential to this position, and maintaining attendance in accordance with Agency policy is required. Ensures work responsibilities are covered when taking a planned absence. Arrive to meetings and appointments on time.
Provides assistance to Human Resources or other departments, as needed.
Level II: Office Assistant II essential duties and responsibilities include the following additional responsibilities. Other duties may be assigned.
Order and set up meals for various meetings and events including Utility Directors, Commission, Generation Services, Human Resources, and Facilities, as well as other various meetings.
Produces and distributes Agency’s annual roster in January and keeps it up-to-date on the Agency’s website.
Maintains and updates mailing databases and specific distribution lists.
Creates and maintains files in-house (hard copy and electronic) and long-term storage files off-site.
Processes requisitions for the Facilities, IS Department, and General Manager as needed.
Provides administrative support for special Agency events.
Produces a quarterly summary of the Employee Association’s beverages that are used for Agency meetings, identifying the appropriate cost centers to charge.
Uploads various documents into electronic database program SharePoint and assists with maintaining General Manager’s departmental SharePoint site.
Provides support and/or back-up to Human Resources, other departments, and department Administrative Assistants, as needed.
KNOWLEDGE AND ABILITIES
Knowledge: Knowledge of Microsoft Office Suite including Outlook, Word, Excel, Teams, and PowerPoint or equivalent software tools and keyboarding skills; and knowledge of Microsoft SharePoint and Zoom experience preferred.
Abilities: Ability to identify administrative solutions; Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; Ability to compute rate, ratio, and percent and to draw and interpret bar graphs; Apply common sense understanding to carry out detailed but uninvolved written or oral instructions; Deal with problems involving a few concrete variables in standardized situations; Read and comprehend simple instructions, short correspondence, and memos; Write simple correspondence; Effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization; and the ability to professionally communicate and respond with elected officials, guests, and employees during the regular course of business activity.
Valid California Driver's License and insurance as occasional travel may be required.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
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.
Education and/or Experience Level I: One year certificate from college or technical school; and one year of related administrative experience and/or training supporting a department head; or an equivalent combination of education and experience.
Education and/or Experience Level II: Two-year certificate from college or technical school; and two years related administrative experience supporting a department head(s); or equivalent combination of education and progressively more responsible experience, demonstrating the ability to perform the essential duties and responsibilities.
Northern California Power Agency (NCPA) is a non-profit joint action agency which has been in existence since 1968. NCPA purchases, generates, transmits, sells, interchanges, and pools wholesale electric energy and capacity for its member utilities. NCPA is headquartered in Roseville, CA (population @ 124,000) at the base of the Sierra Foothills. NCPA’s headquarters is in an ideal location midway between San Francisco and Lake Tahoe. With a moderate climate, excellent schools, numerous nearby recreational activities (hiking, biking, and water sports) and affordable housing, NCPA offers a great place to live, work, and raise a family.