Administrative Assistant II, III, or Sr.

PS Job Title: Administrative Assistant II, III, or Sr.

Work Place Flexibility: Hybrid 

Legal Entity: Entergy Services, LLC 

**This position may be filled as an Asst-Administrative II, III or Sr (S) depending on the qualifications and experience of the candidate.**

JOB SUMMARY/PURPOSE

This position will coordinate all administrative functions and provides multifaceted administrative support in the regulatory legal department. Responsibilities typically include:

·         Scheduling appointments, coordinating incoming mail, maintaining the calendar, making travel arrangements, arranging meetings, etc. and providing clerical support in all phases of the state regulatory process including making filings.

·          Responsibilities also may include running and tracking projects and programs associated with senior management administrative support, producing a variety of pleadings and internal and external 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.

JOB DUTIES/RESPONSIBILITIES

·         Provide administrative support to multiple attorneys with heavy regulatory case load.

·         Answer multiple phone lines, monitor email communications, maintain attorneys’ calendars, make travel arrangements, schedule meetings, and arrange conference calls,

·         meeting facilities, and catering.

·         Communicate with various internal departments to collect information/documents, respond to requests, and obtain services on behalf of department.

·         Communicate with state regulatory agencies and outside counsel and staff.

·         Manage correspondence and routine documents and presentations given minimal direction.

·         Draft, proofread, edit, format, and finalize as directed, various documents using Microsoft Word, Excel, Adobe Pro, and PowerPoint.

·         Accurately and timely file and track complex regulatory pleadings and other legal documents in compliance with applicable requirements.

·         Maintain well-organized and detailed filing system and shared /collaborative sites and support compliance with applicable record retention policies.

·         Process expense reports and input employee worked hours into payroll system.

·         Manage administrative affairs of the department including invoice processing, supply equipment procurement, document scanning, file management, etc.

·         Provide administrative support in all phases of regulatory proceedings including compiling filings and exhibits, filing discovery, and hearing preparation.

·         Track and keep current with department office procedures and company policy guidelines.

·         Handle multiple assignments, work within deadlines, respond to changing priorities, and maintain confidentiality of legal matters and departmental issues.

·         Be proactive in forwarding work issues to the appropriate managers/supervisors.

·         Provide general support to visitors.

·         Assignments may involve overtime hours. Regular attendance is essential; remote work is limited.

·         Various additional duties or assignments requested by senior management.

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-Administrative II (S) - 2-4 years legal administrative, secretarial, or paralegal experience

·         Asst-Administrative III (S) – 4-6 years legal administrative, secretarial, or paralegal experience

·         Asst-Administrative Sr (S) – 6+ years legal administrative, secretarial, or paralegal experience

Minimum knowledge, skills, and abilities required of the position

·         Must have typing ability. Must be proficient in MS office tools - Word, Excel, PowerPoint, and Sharepoint, etc. Requires good customer services experience. Requires the ability to maintain confidentiality.

Preferred Qualifications

·         Experience in regulatory compliance and/or legal field.

·         Experience supporting multiple managers (preferably attorneys)

Any certificates, licenses, etc., required for the position

Must be EEI SASS test recommended.

Primary Location: Mississippi-Jackson Mississippi : Jackson 
Job Function: Corporate
FLSA Status: Nonexempt 
Relocation Option:
Union description/code: NON BARGAINING UNIT 
Number of Openings: 1
Req ID: 124365 
PS Job Title: Administrative Assistant II, III, or Sr. 
Travel Percentage:Up to 25%

An Equal Opportunity Employer, Minority/Female/Disability/Vets. Please click here to navigate to 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.

 Know Your Rights: Workplace Discrimination is Illegal

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 Pre-employment Testing:  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, numberLogon 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.