Seminole Electric Cooperative Inc

Position Summary Description

Reporting to the Director of Operations, the Administrative Specialist oversees all administrative and office support activities for Shady Hills Energy Center. Responsibilities include office management, contract administration, purchasing coordination, budget and accounting support, scheduling, and serving as the primary liaison with Seminole Headquarters (HQ). The role requires advanced organizational, communication, and problem-solving skills and a comprehensive understanding of Seminole’s operational and administrative processes.

Essential Functions

• Oversee daily administrative operations, establishing work priorities and resolving issues related to office and facility administration.
• Develop, implement, and maintain office procedures, policies, and filing systems in accordance with Seminole standards.
• Serve as the primary point of contact between facility personnel and Seminole HQ for matters involving procurement, accounts payable, receiving, invoicing, IT, budget, travel, training, and other administrative support functions.
• Coordinate and schedule meetings, travel, special projects, and facility events.
• Manage on-site inventories of office, administrative, and general-use consumables.
• Support monthly accruals, annual budget preparation, and employee evaluation cycles.
• Assist with planning and execution of O&M budget reviews and train site staff on budget input and recordkeeping processes.
• Enter reimbursable expenses and perform local accounting functions, including invoice processing, petty cash management, and expense report reconciliation.
• Administer Purchase Card (P-Card) transactions, reconcile statements, and review site-issued P-Card reconciliations for accuracy and compliance.
• Perform as site administrator for financial and procurement systems and maintain supporting documentation in audit-ready form.
• Monitor and manage site service and supply contracts, ensuring timely renewals and vendor compliance.
• Oversee consumable and spare-part inventories, working with warehouse personnel to maintain adequate stock levels and accurate records.
• Coordinate with Seminole’s Supply Management team and other site administrators to benchmark and standardize procurement policies and procedures.
• Prepare correspondence, reports, presentations, and documentation in support of O&M activities, capital projects, board materials, and administrative requests.
• Serve as the facility liaison for review, coordination, and delivery of board presentations, reports, and formal submissions in coordination with Seminole HQ departments (Finance, Accounting, HR, Legal, Engineering, Member Services, etc.).
• Develop and implement procedures, ensuring proper document control and record archiving.
• Maintain the care, custody, and confidentiality of sensitive company records.
• Serve as the site administrator for web-based training platforms; monitor employee completion and distribute training status reports to supervisors.
• Coordinate with HR on employee recordkeeping, well-being initiatives (e.g., Seminole Strong program), and onboarding documentation.
• Support development and distribution of training materials, schedules, and event logistics.
• Perform other related duties as assigned to support plant operations and corporate initiatives.
• NERC Compliance: Performs NERC Compliance Program roles if/as designated in Seminole's Standard Ownership Matrix (SOM) including ongoing evidence retention in "audit-ready" form. You should also be familiar with Seminole's Enterprise Internal Compliance Program (ENT-GCD-RGC-EP-054) to further your understanding of Seminole's compliance program and your duties and responsibilities in the SOM.

Qualifications and Education Requirements

High School Diploma is required. Bachelor’s degree in business management or related discipline is preferred. Five (5) years of administrative experience is required. Experience in power generation and/or heavy industrial operations with an emphasis on office administration, procurement, contract management, inventory control and accounting is strongly preferred.

Core Competencies: Adaptable, Collaborative, Conscientious, Critical-Thinking, Outcome-Driven and Professional

Technical Competencies/Skills:

• Office administrative functions
• Accounting, reconciliation, and inventory control
• Contract management
• Purchasing and budget management
• Presentations and reporting
• Information management systems (e.g., WACS, Locus, SharePoint)
• High proficiency with Microsoft Office (e.g., Word, Excel, PowerPoint, Outlook) and other Windows based software applications

Soft Competencies/Skills:

• Effective verbal/nonverbal, listening and written communications
• Organizing, prioritizing, planning and scheduling
• Team coordination and initiative
• Discretion and confidentiality
• Customer service

Physical Requirements

Must be able to follow established protective measures including wearing required personal protective equipment (PPE). Must be capable of walking, reaching, climbing, stooping, and lifting up to 20 pounds. Must possess a valid driver’s license and acceptable Motor Vehicle Report.

Working Conditions

Some travel and work outside of normal business hours. While working in certain areas of the facility there is the potential for exposure to hazards typical of an industrial working environment.

“Disclaimer - Management may modify this job description at any time and may require the performance of additional duties, or modification of physical requirements, with or without advance notice.”