Administrative Specialist - System Operations

Job Description

The Administrative Specialist, System Operations provides comprehensive administrative and analytical support to Puget Sound Energy’s electric Distribution and Transmission Operations teams. This role plays a critical part in supporting the safe, reliable operation of PSE’s electric network by coordinating administrative processes, maintaining documentation systems, and enabling effective communication across departments.

This position handles sensitive and confidential information, exercises independent and discretionary judgment, and manages multiple priorities simultaneously. The Administrative Specialist interacts professionally with employees at all levels of the organization and leverages modern collaboration tools to support operational effectiveness.

Upholds the safety compliance standards inherent in PSE’s operating and/or field procedures related to work responsibilities. Promotes and supports a culture of total safety.

Demonstrates commitment to conduct business honestly, ethically and consistent with our core values and Code of Conduct.  Ensures duties are performed in accordance with all regulatory compliance obligations.

Job Responsibilities

• Produces and manages a monthly department newsletter, ensuring accurate, timely, and clear communication for Distribution and Transmission Operations.
• Validates and enters time for department personnel, ensuring accuracy and compliance with internal policies.
• Schedules meetings, prepares agendas, captures meeting minutes, and tracks follow-up actions for department leadership and teams.
• Manages digital document storage systems, including organizing, maintaining, and retrieving departmental records in accordance with records management standards.
• Coordinates travel arrangements for department personnel, including bookings and related documentation.
• Manages office supply inventory, including ordering, tracking, and reconciliation.
• Orders and receives food and supplies for department meetings and events, coordinating logistics as needed.
• Inputs, retrieves, and maintains data across multiple computer applications and systems.
• Gathers and organizes data, reports, and supporting materials for department operations and leadership.
• Utilizes a strong working knowledge of the Microsoft 365 environment, with a particular focus on:
  • Microsoft Teams for collaboration and communication
  • SharePoint for document management and workflows
  • Power Automate to support efficiency and process improvements
• Performs other administrative and operational support duties as assigned.

Minimum Qualifications

• High School education or equivalent.
• Extensive experience using word-processing, spreadsheet, database, and presentation software.
• Previous administrative support experience.

Desired Qualifications

• Experience supporting electric utility operations.
• Experience using enterprise systems such as SAP and/or CLX.
• Demonstrated experience supporting multiple teams in a fast-paced, operationally focused environment.
• Strong organizational skills with the ability to manage competing priorities.

Additional Information