Administrative Specialist - Minneapolis, MN at Xcel Energy

Job description

Xcel Energy (NASDAQ: XEL) is a leading energy provider and Fortune 500 company, dedicated to serving millions of electricity and natural gas customers across eight states: Minnesota, Colorado, Wisconsin, Michigan, North Dakota, South Dakota, New Mexico and Texas. We make energy work better for our customers, helping them thrive every day. That means always raising the bar - delivering better service and providing more reliable, resilient, and sustainable energy. Xcel Energy is a place where you’ll have opportunities to grow, expand your skills, and help lead the clean energy transition. We offer meaningful rewards, recognition, and support to help you build your career and make an impact - both on the job and beyond. Most importantly, it means you’ll be joining a company that knows employees are the driving force behind its success and is committed to helping you be your best. Xcel Energy supports a hybrid work model to enable collaboration and flexibility. Many roles are expected to work onsite three days per week (Tuesday–Thursday); however, work location expectations vary based on role, team, and business needs. Position Summary This position will apply technical knowledge and skills to provide information processing and business services to meet Xcel Energy Nuclear business and regulatory needs. Responsible for handling assignments of a confidential and complex nature. Responsible for managing, coordinating and supporting a wide range of project related activities for the nuclear sites. Responsible for maintaining the records management program while preparing documents for scanning, managing the maintenance of electronic files, retention, storage, retrieval and destruction. Essential Responsibilities Interface with corporate departments. Handles confidential, high-priority, and time-sensitive requests in support of initiatives such as compliance activities, inspections and evaluations. Coordinate and develop presentations, create and edit correspondence and other documents. Conducts special projects requiring research and report development. Communicates results with all levels of the organization. Provides backup support for all business areas including senior leadership. Performs quality assurance and control of documents and records in accordance with the nuclear records retention schedule. Word processing of controlled documents, maintain copyholder and distribution lists and process critical/transitional drawings. Monitor and perform periodic audits to maintain integrity of document repository, satellite file locations, nuclear records repository and Quality Assurance records vaults. Develop and provide training in areas of office expertise. Develop and revise procedures and Training Materials necessary to improve office efficiency. Responsible for daily office operations including coordinating mail, answering, screening, delegating and handling incoming calls, as needed. Support and coordinate logistics for internal and external meetings. Coordinate and manage calendar and schedule of site leaders. Proactively address scheduling conflicts while maintaining schedule through reassignment of meetings and/or other priority assignments. Make travel arrangements for various leaders. Prepare itinerary, logistics, agenda, and other supporting documentation and information as needed. Reconcile travel expenses and prepare expense reports in line with corporate travel and other company policies. Position will be required to perform daily, Outage and Emergency Response Organization (ERO) duties to support the site which may require the ability to work a flexible schedule including backshift, weekends and/or overtime. Minimum Requirements High school diploma or GED 5 or more years of relevant experience and/or post-secondary education Proficient in Microsoft Office Suite Must be able to maintain highly confidential information Must have exceptional organizational skills with strong attention to detail Candidate must have strong