• Administrative Assistant

    Posted Date 3 months ago(12/31/2018 6:58 PM)
    Job ID
    # of Openings
    Topa Financial
  • Overview

    JOB SUMMARY   The Administrative Assistant will be working in a fast-paced executive environment, supporting multiple departments and responsible for ensuring functionality and coordination of departments’ activities. They will perform a variety of administrative/clerical duties and provide day-to-day support of select functional departments.  Additionally, as part of a team, this position will collaborate with others to ensure seamless office coverage and operation. This individual will need to possess strong verbal and written communication abilities, exceptional organizational skills and be a positive team player. They will also be responsible to maintain strict business confidentiality.


    1. Performs a variety of administrative duties to include the following:
      • Answers phones, takes messages, screens phone calls and greets visitors (internal and/or external).
      • Writes detailed correspondence for managers and staff; independently updates department documents as    needed.
      • Coordinates and develops office procedures for the effective and systematic processing of data/paper flow.
      • Prepares travel requests, confirms travel arrangements, and prepares expense reports.
      • Opens and routes incoming mail; creates various forms, types correspondence, reports and other materials from draft; maintains various files and logs; verifies and prepares invoices for payment; orders office supplies; assists other personnel as required; may answer routine correspondence following established guidelines or instructions, etc.
      • Coordinates maintenance of department office equipment, such as printers, copiers, cell phones.
      • Manages calendar, schedules/plans meetings for executives.
      • Documents meeting notes and provides hard copies for department meetings; maintains electronic filing of meeting minutes and other materials as needed.
      • Tracks expenditures to include billing and payment authorization, manages expense reports.
      • Administers programs, projects, and/or processes specific to the operating units. For this position, this includes marketing, communications (internal/external), event planning, legislative process and research, and information technology.
      • Creates reports, presentation materials with charts and illustrations, and proofs content for accuracy.
      • Compiles and analyzes information for reports or presentations.
    2. Assists other primary administrative support personnel from other departments in the Topa Division and may assume their duties in their absence, delegated by the Executive Administration Manager.
    3. Assists with the requirements of the Company’s Records Retention Policy.
    4. Maintains assigned work area and equipment in a clean, orderly and safe manner; performs housekeeping duties as required and/ or instructed. Complies with all safety rules and cooperates in the fullest in the promotion of safety and safe work habits, to include the reporting of any unsafe conditions or acts. Maintains all EH&S training on a current basis.
    5. Performs other work as assigned/required/instructed.
    6. Consistently supports compliance with the organization’s code of conduct by maintaining confidentiality of information, protecting organizational assets, acting with ethics and integrity, reporting non-compliance, and adhering to the applicable federal, state and local laws and regulations, licensure requirements (if applicable) and organizational policies and procedures.
    7. Consistently supports a culture of safety to ensure protection of our people, the community and the environment. Complies with all safety rules and procedures and reports all unsafe acts and conditions.
    8. Performs all other duties/tasks as assigned.


    We are proud to be an EEO/Females/Minorities/Veterans/Disabled employer

    We maintain a drug-free workplace and perform pre-employment substance testing

    Qualified applications with criminal history will be considered for employment


    • Associates degree from a college or technical school; equivalent combination of education and experience.
    • Three years of administrative experience, preferably in a utility industry and/or in marketing or communications.
    • Strong verbal and written communication skills
    • Possesses good working knowledge of office procedures and practices.
    • Demonstrated administrative and organizational competence.
    • Strong computer skills in Microsoft Word and Excel, Access, and Power Point or comparable programs, with working knowledge of customer information and financial systems such as ORCOM and Great Plains.
    • Good basic math skills and statistical typing.
    • Must have excellent listening, speaking and interpersonal skills.
    • Proven ability to deal effectively others and perform effectively under stress and maintain balance.
    • Proficient with all types of office equipment. 


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