Administrative Clerk, Senior - San Francisco, CA

San Francisco, California
14 Oct 2016
26 Oct 2016
Oil and Gas
Contract Type
Full Time

Pacific Gas and Electric Company, a subsidiary of PG&E Corporation (NYSE:PCG), is one of the largest combined natural gas and electric utilities in the United States. Based in San Francisco, with 20,000 employees, the company delivers some of the nation's cleanest energy to 15 million people in Northern and Central California.

Pacific Gas and Electric Company is an Affirmative Action and Equal Employment Opportunity employer that actively pursues and hires a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability status, medical condition, protected veteran status, marital status, pregnancy, sexual orientation, gender, gender identity, gender expression, genetic information or any other factor that is not related to the job.

Department Overview

The Corporate Secretary Department supports the Boards of Directors of PG&E and PG&E Corporation and their respective committees and provides governance, reporting, shareholder and other necessary services for PG&E and PG&E Corporation.

Position Summary

The Senior Administrative Clerk position reports to the Manager-Operations in the Corporate Secretary Department and will provide administrative support to the Corporate Secretary Department. We seek a highly productive individual with the ability to independently plan, organize, schedule, and carry out multiple tasks with initiative and discretion. The ability to anticipate needs, work well with individuals at all levels, support staff, be flexible, maintain quality and attention to detail, and manage time and ensure completion of tasks are crucial to success in this role.


Required Qualifications:
• High School Diploma required
• Three (3) or more years of administrative support experience required using Outlook, MS Word, Excel, PowerPoint and SharePoint
• Communication & interpersonal skills, portraying a high degree of professionalism

Desired Qualifications:
• Associates degree desired
• Organization and planning skills
• Attention to detail
• Analytical thinking
• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines
• Flexible and open to change
• Resourcefulness
• Ability to use discretion and judgment in dealing with sensitive or confidential information
• Motivated, self-starter, eager to master new skills
• Ability to foster teamwork, collaborative environment
• Software / Office Applications: Good working knowledge of Word, Excel, PowerPoint, Outlook, Internet Search. Good working knowledge of PG&E specific applications such as SRM, Concur, SAP, and SharePoint
• Experience in administrative support for multiple team members
• Experience in managing calendars


Responsibilities include, but are not limited to, the following:

Board of Director and Committee Mailing Preparation, Meeting Logistics and Compensation
• Organize and work with Corporate Secretary staff to prepare, copy, and distribute materials for Board of Director and Committee meeting mailings, as well as bi-weekly analyst and director education mailing.
• Prepare production schedules and material distribution matrix. Assemble packages for director and officer distribution and mailing; prepare and coordinate packages to be sent via Fed Ex or special courier.
• Work with Corporate Secretary staff to schedule and organize Board and Board Committee meeting logistics. Assist with setup and cleanup of conference rooms on Board and Board Committee meeting days.
• Process payments of retainers and fees to non-employee directors ensuring such payments are processed timely and accurately. Maintain Excel spreadsheets which document compensation paid to non-employee directors and record attendance for Board and Committee meetings.

General Department Support
• Process shopping carts through SRM and post goods receipts for services rendered. Process invoices through Taulia for payment of PG&E Corporation and Utility invoices. Process expense reports through Concur.
• Department timekeeping for both salaried and bi-weekly employees using SAP system. Email the most current timesheet to the department and prepare for supervisor signature. Have knowledge of PG&E policies regarding benefits and time recording.
• Maintain inventory of department supplies and place orders through SRM as appropriate.
• Maintain department conference room calendar.
• Create, maintain, and retrieve document files for the Corporate Secretary Office; maintain document file database and hard-copy files. Inventory, research and retrieve document files as requested. Box and send documents to the offsite storage center according to the record retention schedule. Maintain database of file disposition.
• Prepare legal documents/verifications for signature.
• Coordinate with Assistant Corporate Secretary and prepare compliance mailings (related to the filing of 8K's, 10K's, 10Q's, proxy statements, and annual reports) as required. Maintain compliance files.
• Provide phone coverage for the department, including the office of the Vice President, Corporate Governance and Corporate Secretary and the Assistant Corporate Secretaries. Provide backup reception coverage for the 32nd Floor as required.

Shareholder Services Support
• In conjunction with the Shareholder Services Analyst, process PG&E Corporation common stock issuances. Assign appropriate control numbers for each issuance, maintain Excel spreadsheet and document files.
• Prepare the PG&E Corporation common stock issuance report for review and signature for each day PG&E Corporation common stock is issued; compare and reconcile outstanding and reserve balances to Wells Fargo Shareowner Services system balances prior to routing to Shareholder Services Analyst for approval.

NOTE: Other responsibilities may be assigned in addition to those listed above based on the needs of the Leader and the organization.