Administrative Assistant

The Linden Generation Station is an 800 MW natural gas/butane gas fired combined cycle co-generation plant located at Railroad and Chemical Avenues within the Phillips 66 refinery. The plant consists of five gas turbine generators exhausting into five triple pressure Heat Recovery Steam Generators (HRSG’s). The HRSG's are connected to a common steam header which supplies steam to three steam turbines and the adjacent refinery.

Opportunity Summary

The Administrative Assistant is responsible for assisting with the overall administrative functions of the Plant, including but not limited to procurement, accounts payable, vendor contracts, inventory, budgeting, reporting, and administering human resources. This individual will assist in maintaining the vendor database to ensure prompt and efficient processing of invoices. 

Here's a look at some of the work you'll be doing in each focus area:

Procurement/Accounting

• Responsible for assisting with accounts payable functions, including the accurate recording of expenses and accruals.
• Assisting with timely and accurate reporting of invoices and payments.
• Assist with managing vendor records, purchase orders, review and reconcile invoices in GP Mate.
• Assist with monitoring accounts payable functions, including audits and payments.
• Assist with compiling, running, and maintaining the month-end reports, review, and distribute them.
• Perform various budget and accounting activities, including creating and maintaining various spreadsheets, handling purchasing, receiving, and expenditures on purchase orders and contracts.
• Assist with ensuring timely, accurate, and courteous resolution of all accounts payable issues and vendor questions.
• Assist the General Manager in identifying monthly O&M variances.
• Assist with the control of accounts payable processes and ensure that files are maintained with appropriate supporting documents and approvals.
• Assist with reconciling plant credit card accounts.
• Assist with physical inventories counting.
• Assist with conducting financial analyses related to procurement, accounts payable, and budgets.
• Coordinate contractor qualifications and maintenance as per SMP-26.
• Maintain accurate records of vendor insurance certificates, terms & conditions, and contracts.
• Handle the procurement of office supplies, consumables.
• Perform any other procurement or accounting duties as assigned by plant management team.
• Assist with maintaining health and safety records, including personnel health records.
• Maintain safety training records.
• Maintain Environmental, Health and Safety (EH&S) files.
• Administer safety and environmental training process in accordance with Corporate Safety and environmental requirements.
• Support administrative requirements and reporting for the EH&S Manager.
• Provide support for testing and inspections related to plant safety equipment as required by the EH&S Manager.
• Coordinate scheduling of annual fire brigade training, respirator fit testing, audiometric testing, and all other safety training and testing as required by the EH&S Manager.
• Provide support for environmental sampling and reporting as required by the EH&S Manager.

Human Resources

• Assist with review of incoming payroll-related documents. Identify errors and ensure corrections are made as necessary.
• Assist Administrative Manager with human resource programs and serve as a liaison to the NAES Corporate Human Resources Manager.
• Assist maintaining accurate records of employee leave of absence, disability, and workers' compensation claims.
• Assist with the hiring and onboarding of plant personnel. Oversee the new employee orientation process.
• Assist with hearing conservation, respiratory protection, and first-aid programs.
• Maintain records related to employee programs.
• Assist with benefits administration for plant personnel in accordance with corporate human resources requirements.
• Perform additional human resource functions as assigned by Plant Management Team.

Administrative

• Assist with all NAES site policies and procedures.
• Maintain accurate records of employee training, safety, environmental, maintenance, and operating-related files.
• Ensure the security of plant records, files, and supplies.
• Schedule and plan company-sponsored employee functions (e.g., luncheons, service awards, holiday gathering, Owner tours, etc.).
• Participate in the Plant Safety Committee and support the administration of the safety program.
• Maintain shared plant calendars.
• Comply with all company safety policies and procedures, as well as maintain good housekeeping.
• Perform additional administrative functions as assigned by the Administrative Manager and Plant Management Team.

NAES Safe

Safety is a core value of NAES and as a condition of employment, all employees are expected to be mentally alert and work safely at all times. Additionally, employees are required to adhere to all safety warnings and posted safety signs whenever on company property. Furthermore, employees must follow all NAES safety rules and procedures. Effectiveness in carrying out this responsibility is part of the evaluation of each employee’s performance.

Working Relationships

The Administrative Assistant will work under the general direction of the Administrative Manager but will also take direction from the Plant Manager and General Manager. Additionally, they will collaborate with the plant staff as necessary to ensure smooth daily operations at the plant.

Working Conditions

Some work may require protective equipment to be worn (hard hat, safety glasses, hearing protection). There are smoking restrictions in and around the facility.

Fitness for Duty

All employees will participate in the Fitness for Duty Program. This program includes a post-offer drug screening and post-employment random drug screening.

Work Schedule

Regular scheduled workdays are Monday to Friday, during normal working hours. Position may require extended working hours with the possibility of weekend and holidays, as required by workload.

Compensation

Initial compensation will range from $32.79 to $37.48 per hour.

Why you’re the perfect addition to our team (about you):

We are seeking a candidate who has administrative experience and a work history that demonstrates a strong background in office administration with an emphasis in general accounting and payroll. 

• Ability to understand procedures and instructions specific to the area of assignment, as would typically be acquired during four years of high school.
• An associate or bachelor’s degree in accounting, business administration, or a related field is considered a plus.
• Experience with end-to-end accounts payable process, including but not limited to invoice verification, purchase order reconciliation, expense coding, and payment scheduling.
• Experience in office administration, with a strong emphasis on general accounting, budget control, and reporting.
• General knowledge of human resources practices is desirable.
• Strong computer skills, particularly with Microsoft Office applications and the Windows environment.
• Attention to detail and strong oral and written communication skills.
• Ability to maintain strict confidentiality of sensitive information.
• Ability to work effectively in a dynamic, team-oriented environment.
• Must possess a valid, in-state motor vehicle operator’s license at all times.

About NAES

NAES Corporation is the leading provider of operations, maintenance, and engineering services for energy facilities. We have established ourselves as a reliable partner for clients in North America and internationally, offering services across power generation, oil and gas, and renewable energy sectors. Additionally, our growing family of companies enables us to address the entire life cycle of power generation and other industrial plants.

NAES is committed to a diverse and inclusive workplace. It is the practice of NAES to seek employees of the highest quality and to select individuals on the basis of merit and competence, without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, military status or affiliation protected under USERRA, or any other basis of discrimination prohibited by applicable local, state and federal law.