Administrative Assistant - Maintenance

Job Description

Job Description

This position provides administrative support for the Maintenance department, managers, and others as assigned as well as assists with special projects and initiatives as requested.

Each department may have specific needs that fall generically in this list; generally, this position’s duties will include :

Essential Job Functions

• Creates and maintains files and logs
• Maintains all department equipment; keeps files and databases on equipment; completes requisitions for new equipment as necessary; schedules equipment repairs; acts as contact person for office equipment needs / repairs; handles cell phones including invoices for assigned personnel
• Handles general office work including, but not limited to, copying, filing, faxing, administrative assistance, correspondence, reports, typing, etc.; handles meeting preparation as necessary, prepares intercompany communications
• Writes numerous correspondences and communications in varying styles
• Issues trouble tickets and IT access tickets for the department as needed
• Works in various databases used by departments supported
• Reviews documents; updates / corrects as required
• Completes monthly, quarterly, and annual reporting; maintains records and documentation for departments, headquarters, Board, or others as required
• Prepares and maintains Information as required by department / s supported
• Assists as required with the preparation of the Budget
• Schedules and coordinates travel arrangements as requested
• Follows applicable government guidelines and requirements; expedites important papers to appropriate parties; stays current on regulations that affect work
• Plans events for departments; assists with Company event planning
• Participates in special projects and initiatives as assigned
• Abides by all safety procedures and practices applicable to location and position; participates in appropriate safety training; demonstrates commitment to and support of EHSS principles and values; champions safety at all times; participates in and / or leads safety teams or projects as appropriate.
• Performs other duties assigned by management that generally fall within the expected scope of this position.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions. It does not proscribe or restrict the tasks that may be assigned.

Experience & KSA’s Required

Education Requirement

Competencies

All Company Core Competencies

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This employee generally works in an office environment, away from extremes of cold or heat. Limited to no exposure to noise and vibrations other than normal daily office sounds. The noise level in the work environment is usually moderate. The employee should not have regular exposure to fumes, odors, toxic conditions, dust or poor ventilation. If sited at a plant, may be exposed to various chemicals or other environmental conditions normally found in a petrochemical plant. If working during a construction period, the employee could be exposed to loose dirt, construction zone areas, additional safety zones, and other construction related environmental characteristics. All areas are safe with required PPE.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk, sit, speak and hear. The employee is required to stand, use hands to finger, handle, or feel; reach with hands and arms; the employee may be required, on occasion, to climb or balance, stoop, kneel, or crouch. The employee may occasionally lift and / or move up to ten (10) pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus. Employee must use a computer for long periods of time. Employee is required to talk on the phone, any type. Employee may be required to travel by car, air, train, or other modes of transportation.