Administrative Assistant

BASIC FUNCTION:  
Conducts intermediate level administrative support and technical assistance for various departments under general supervision. 

ESSENTIAL JOB DUTIES/RESPONSIBILITIES: (functions considered essential as defined by ADA) 
• Performs daily office responsibilities (i.e., phones, faxes, copying, filing, mail, typing, etc.) 
• Provides mail processing for the office (i.e. incoming, outgoing, overnight packages, certified mail, etc.) 
• Meets and greets visitors, liaise with vendors and consultants to coordinate services as needed 
• Orders and distributes various supplies and other items (i.e. food, badges) and inventories supplies on a regular basis 
• Performs various data entry assignments 
• Coordinates various processes and maintains documents and records related to process (may include audits) 
• Prepares, monitors and maintains various files, reports, records, systems, and documents including invoices, spreadsheets, etc. 
• Create Purchase Requisitions (PR) for Inspection, Reliability and Maintenance Departments 
• Check Track for any purchase requisition (PR), purchase order issues in red and correct issue (exp add funds to PO) 
• Create CSOs (contractor service order) 
• Code Invoices in SAP 
• Approve Service Entries in SAP 
• Release purchase requisition (PR) in SAP 
• Order Supplies for Inspection, Reliability and Maintenance Departments 
• Run 50K Report 
• Track AFE charges 
• Fix issues with PRs or WOs 
• Provides administrative support as assigned and as needed 
• May provide receptionist duties as needed 
• Schedule travel arrangements 
• May perform analysis and review of various assigned transactions 
• May maintain orderliness and cleanliness of conference rooms, boardroom, reception area and kitchens or other assigned areas as well as all related equipment 
• May act as department document control coordinator 

Special assignments or tasks assigned to the employee by their manager, as determined from time to time in their sole and complete discretion 

EXPERIENCE: 
5+ years 

EDUCATIONAL LEVEL: 
A minimum of a High School degree or equivalent is required. 

REQUIRED SKILLS: 
Ability to apply pre-established guidelines to intermediate level administrative and data entry assignments. Working knowledge of Microsoft products, especially Excel and Word. Organized, effectively manages time, able to prioritize, and take initiative. Ability to perform both technical and administrative clerical assignments. Good problem solving, listening skills and the ability to effectively communicate with others, both written and verbal communication, basic reading and writing skills; ability to perform basic mathematical calculations, ability to work independently, cultivate and maintain professional business relationships, multi-task and maintain equanimity under pressure; detail oriented, punctual, dependable and flexible. Works well with employees of all levels in organization. Ability to lead safety meeting talks as scheduled and complete legally required ePrism safety training modules depending on assignment. 

PREFERRED SKILLS: 
Knowledge of commercial insurance, Acord Insurance form, procurement, and ISO certification is preferred depending on assignment and location. 

SUPERVISORY/MANAGERIAL RESPONSIBILITIES: 
None. 

WORK CONDITIONS: 
Office based and depending on assignment, may require work outside of normal working hours with minimum advance notice and travel by car up to 6% of time to local post office on a daily basis. 

PHYSICAL REQUIREMENTS: 
Job conditions require standing, walking, sitting, twisting, stooping, crouching, kneeling, talking or hearing, making visual inspections, making precise hand and finger movements. Depending on assignment, job conditions may require lifting and/or carrying up to 10lbs, pushing and/or pulling 10lbs, climbing up to 2ft, ability to operate and drive all assigned company vehicles at company standard insurance rates is essential, valid state driver’s license and proof of insurance required, perceiving color differences, ability to wear personal protective equipment (beards not permitted), and strenuous physical activity. 

ENVIRONMENTAL, HEALTH, & SAFETY RESPONSIBILITIES: 
Our primary values are: We put health and safety first; We care about the environment. 
All employees are expected to work safely every day and be safety & environmental leaders. This includes active participation in the following: 
• Stops and/or reports any unsafe work or conditions 
• Follows safety & environmental policies and procedures 
• Supports safety & environmental goals and initiatives 
• Participates in safety & environmental meetings, training, emergency drills and hazard recognition programs 
• Reports all accidents, injuries and near misses, and participates in associated investigations 
• Participates in industrial hygiene, medical surveillance and behavior based safety programs