Executive Assistant -- CenterPoint Energy Service Company

Job Posting Title 0002-0143 Executive Assistant, Washington, D.C. Company CenterPoint Energy Service Company, LLC Organization CNP LEGAL POLICY & GOVT AFFAIRS WASHINGTON DC Posting Start Date Posting End Date 08/22/2012 08/29/2012 Job Type Working Time Full Time 8:00am-5:00pm M-F City State Washington, D.C. Apply at http://www.centerpointenergy.com/careers/ Tasks Summary: Provides administrative, clerical and secretarial support to the executive and the director. Works independently to perform administrative duties including organizing, preparing, creating, planning, scheduling and tracking responsibilities for the executive. Assists to achieve defined business goals. Essential Duties/Responsibilities: Provides high level administrative and clerical support to the Senior Vice President, Policy and Government Affairs, and Director, Federal Government Affairs, including composes, creates, edits, prints and copies general business documents; opens, date stamps, prioritizes, routes and distributes mail; makes photocopies and sends documents via facsimile machine. Screens telephone calls, email and mail; then alerts executive of any urgent items requiring immediate attention. Prepares numerous federal lobbying disclosure and related filings in an accurate manner. Manages the review, filing and recording processes surrounding such documents in keeping with federal guidelines and timelines and in keeping with company standards. Prepares PAC documents accurately and maintains records for all PAC contributions as well as lobbying disclosure documents. Anticipates requests and prepares accordingly. Initiates, coordinates and/or monitors status of assignments and action items delegated to the executive and/or director or on corporate calendar. Organizes and maintains electronic and physical files, records and documentation, in compliance with retention and destruction policies. Schedules appointments, maintains calendar, coordinates meetings and functions, plans events, arranges catering and makes travel arrangements. Proofreads documents and checks signature items for accuracy and conformance to company policy, practice and procedures. Prepares or formats documents, spreadsheets, graphics and chart material for use in presentations, reports and correspondence. Inputs annual budget, prepares cost center reports, monitors monthly variance reports and maintains related files. Prepares, completes and submits requests for expense reimbursement and for payments to vendors. Utilizes corporate system to purchase and pay for supplies, equipment and services. Maintains attendance records, creates timesheets, enters time data in SAP and monitors vacation, holiday and other absence allotment usage. Provides assistance and information to individuals outside the Company, including government officials, trade associations, corporate representatives and others. Researches topics of interest, requests for information and/or routine inquiries. Compiles and summarizes information to formulate responses, including draft correspondence, and may respond to directly to requests and/or inquiries. Attends occasional Congressional hearings and prepares summaries for the executive and director. Handles administrative tasks, such as resolving any issues related to: telephone, cell phone/BlackBerry; placing kitchen supply orders and stocking kitchen; ordering snacks and beverages and planning events and celebrations. Participates in and supports special projects, committees and task forces to accomplish assignments (such as reorganizations, office relocation or software implementation) and volunteer activities. Performs other duties, as assigned. Requirements Education: Requires a high school education or the equivalent knowledge of English, punctuation, grammar, spelling and basic mathematics, including the ability to add, subtract, multiply, divide and calculate fractions and percentages. Experience: Requires five years of administrative or secretarial experience requiring regular exercise of initiative and personal judgment, professionalism, strong organizational skills, acting in anticipation of needs/requests, attention to detail, use of discretion, maintaining confidentiality and excellent communication skills, including tact and diplomacy. Requires proficient knowledge of personal computer software, including word processing, spreadsheets, presentation and e-mail and experience with corporate systems on mainframe, including time entry, expenses and purchases). Additional Knowledge, Skills, Licenses/Certifications, Abilities & Personal Characteristics (KSLAPs): Able to work in an honest, ethical, trustworthy manner including maintaining strict confidentiality. Able to learn and apply knowledge of and adhere to all Company Policies, processes and procedures; including, but not limited to, General Expense and Reimbursement and Ethics & Compliance. Able to keep current on Company activities, including organization, workflow and operations. Able to work independently to perform administrative duties, including accessing, prioritizing, organizing, planning, scheduling and tracking responsibilities. Able to work cooperatively in a team environment, commit to team goals and objects, demonstrate professionalism and treat all with courtesy and respect. Able to use creativity, anticipate needs, organize workflow, prioritize work and concentrate efforts accordingly to produce quality work products and services. Able to adapt quickly to changing demands and deadlines, demonstrate flexibility in the face of change or uncertainty and concurrently manage multiple tasks successfully. Able to be detail oriented and see the big picture. Able to solve difficult problems with effective solutions and follow through to ensure successful completion. Able to analyze situations and documentation to determine importance/priority, actions required and appropriate format. Able to apply proper telephone etiquette, correct English grammar and punctuation, and proofread accurately to provide effective oral and written communication with all levels of company personnel, regulators, vendors, customers, media and the public. Able to add, subtract, multiply, divide and calculate fractions and percentages to complete accounting forms, departmental reports, expense reimbursements and budget documentation. Able to utilize personal computer software to create correspondence, reports, presentations, expense reimbursements and merge documents. Able to utilize computer software proficiently, including: word processing, spreadsheets, presentations, e-mail, personnel reports for correspondence, reports and documentation and integrated mainframe system applications for human resources, expenses, supplies, budget and time. Physical Requirements: Able to learn and use proficiently the personal computer keyboard, pager, palm pilot, cellular phone and corporate telephone system. Able to operate a personal computer, desktop and/or laptop. Able to operate a multi-line telephone, speaker-phone, photocopier, scanner, facsimile machine, calculator and other office equipment; such as, GBC machine, electric stapler and hole punch. Able to exert up to 10 pounds of force occasionally, and/or a minimal amount of force frequently to lift, carry, push, pull or otherwise move objects. Able to bend, stoop, squat, crouch, kneel and/or reach repeatedly, on a daily basis. Able to demonstrate and apply the manual dexterity to operate a personal computer. Able to sit and view terminal for extended periods of time. Able to communicate orally in a clear manner. Able to hear oral communication, either in person or on equipment, such as telephone or mobile phone. Able to move about an office and building. Able to distinguish colors. Working Conditions: Able to work indoors, in an office environment, regardless of whether cubicle, open office or private office. Able to adapt easily to changing work schedules. Able to work overtime (scheduled and/or unscheduled, nights and/or weekends) occasionally, as needed or required to meet established deadlines. Able to travel occasionally, very infrequently overnight. Able to function successfully in environment with moderate pressure to meet deadlines. Must demonstrate commitment to compliance with applicable laws and regulations, the Company's Ethics and Compliance Code, and other Company policies and procedures, and take all required training courses. Must demonstrate respect for all individuals and adhere to the Company's values and business practices. CenterPoint Energy provides an essential public service which vitally affects the health, safety, comfort and general well-being of the people living in the area served by the Company. If any business unit activates an emergency operation plan, because of a threat to the continuation of service to our customers, employees may be called to fulfill an assignment. All employees, whether in their normal job or an emergency operation plan assignment, are essential to successful service restoration. CenterPoint Energy values the role each employee plays in serving the needs of our community. All applicants must take a pre-employment drug test and obtain a negative result as a condition of employment. In addition to a pre-employment test, employees performing job functions regulated by the Department of Transportation (i.e. safety-sensitive functions) are subject to random drug and/or alcohol testing. Other testing (post-accident, reasonable cause, return-to-duty, follow-up, or return-to-work) may be required in accordance with work-related conditions.