Office Coordinator (East Hawaii) at Hawaii Gas (MIC)

Posted in Other 16 days ago.

Location: Hilo, Hawaii





Job Description:


Office Coordinator (East Hawaii)

Job Locations

US-HI-Honolulu | US-HI-Hilo


















Job ID
2021-5931
# of Openings
1
Category
Administrative/Clerical
Location
Hilo

Overview

Under the daily and routine supervision of the Supervisor, Administration - East Hawaii, performs a variety of administrative and operational duties and support.

Responsibilities

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

    Coordinates, develops, and implements general office activities for Hawaii Island sites.
  1. Provides administrative/operations support including, but not limited to:

    1. Handling all incoming calls to Hawaii Island sites; receives call, transfers to appropriate employee, takes message, or attempts to resolve issues within scope of knowledge and authority;

    2. Receiving and docketing incoming mail;

    3. Organizing and maintaining files and logs to include compliance training records, truck files, customer information;

    4. Processing invoices, expense reports, p-card statements and reconciles p-card summaries;

    5. Accurately preparing routine forms, memoranda and other business correspondence and documents;

    6. Composing routine correspondence and other documents;

    7. Responding to outside requests with supervision and guidance from the Supervisor, Administration and/or Operations Supervisors/Managers;

    8. Creates requisitions and makes direct purchase of office supplies and other materials/parts as instructed;

    9. Coordinates vendor services for repairs/maintenance;

    10. Schedules deliveries and service work for residential and commercial accounts;

    11. Contacts customers regarding collections; create and enter data for reports documenting Hawaii Island collections efforts.



  2. Compiles, prepares, or assists in preparing/analyzing various data and reports.

  3. Assists other primary administrative support personnel from other departments in the Hawaii Island Division and may assume their duties in their absence.

  4. Responsible for the administration and control of the Petty Cash Fund to include payment for meal allowance requests, per diem vouchers and small dollar amount reimbursements.

  5. Performs as Bulletin Board Coordinator ensuring all mandated postings are properly posted and where applicable timely posted and removed; ensures that postings are authorized and removes those that are not.

  6. Interacts with the general public and with all gas customers in a professional and courteous manner where required; assists them in resolving issues or refers them to the appropriate department.

OTHER FUNCTIONS/RESPONSIBILITIES:


  1. 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.

  2. Complies with all applicable MIC and Hawaii Gas policies and procedures.

  3. Maintains assigned work area and equipment in a clean, orderly, and safe manner; performs housekeeping duties as required and/or instructed. Works in a safe and responsible manner.

  4. Performs all other related duties as instructed by supervisor/manager.

Qualifications

Required Education and/or Work Experience:


  • Associate degree with approximately three years' administrative experience, or equivalent comparable experience in an office/administrative setting.

  • Possesses good working knowledge of office procedures and practices.

  • Demonstrated administrative and organizational competence.

  • Strong computer skills in Microsoft Word, 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.

  • Proficient with all types of standard office equipment.

Preferred Education and/or Work Experience:

  • Prior experience in a utility industry.

Required Licensure, Certification, Registration or Designation:

  • Valid Hawaii Driver's license.

Communication/Competency/Skill Requirements:


  • Must have excellent listening, speaking, and interpersonal skills.

  • Proven ability to deal effectively with callers and employees and perform effectively under stress and maintain balance.

  • Must be of impeccable integrity and be disposed to provide customer service and handle sensitive/confidential information.

  • Flexible and adaptable to changes within the position, department, and/or company.

  • Able to steward themselves in a professional and courteous manner to promote a harmonious working environment.

  • Able to communicate professionally, courteously, and effectively utilizing standards means of communication within the workplace (i.e., verbal, written, e-mail, phone, text, etc.).

Working Conditions/Environment:


  • Working conditions are normal for an office environment; works indoors, primarily at the East Hawaii office. Job assignments may require work at other Hawaii Island locations.

  • Work may require occasional weekend and/or evening work or reporting to work in emergencies.

  • Able to perform all physical duties entailed by the "Working Conditions/Physical Requirements" assessment.

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