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Administrative Assistant

2 months ago

Lakewood, United States JAB Recruitment Full time

A JAB Recruitment Client is seeking an Administrative Assistant to support their Compliance Group.


PLEASE NOTE:

  • This role is a 4 month contract/temporary role, with the possibility of extension.
  • This role is based in Lakewood, Colorado
  • Candidates must be authorized to work in the US indefinitely without present or future need for visa sponsorship. No visa sponsorship available.
  • The ideal candidate will be required to pass a background check and drug screening.


Administrative Assistant: Compliance Group

  • Provide support to the Director of Compliance and complete ad hoc assignments from other team members.


Essential duties and responsibilities:

  • Maintain compliance program files (including original signature copies of policies, procedures, etc.) and ensure proper formatting is performed, signatures are obtained, and completed documents are scanned and filed.
  • Act as Standards Committee Administrator:
  • Attend and participate in monthly Standards Committee meetings, to include preparing agendas and minutes and obtaining signatures for applicable documentation. Follow the established documentation process when making modifications.
  • Prepare initial drafts of standards modification requests for review and completion by compliance staff.
  • Review final drafts of policies and procedures for compliance with documentation standards (versioning, highlights, effective date, etc.) prior to issuance.
  • Communicate all monthly deadlines, company-wide notifications, and updates via e-mail. Coordinate calendar and meeting location details within Standards Committee.
  • Upload compliance evidence (e.g., PHMSA correspondence) in designated locations.
  • Extract reports from compliance systems when requested (ISN, EnergyWorldnet, etc.).
  • Receive compliance evidence / reports and prepare record copy PDFs to support compliance.
  • Perform new user set-up for compliance applications (EWN and ISN). Maintain current users in both EWN and ISN to ensure training and operator qualifications tasks are completed. Assign tasks and relevant Computer-Based Trainings and Performance Evaluations at employee manager’s discretion.
  • Maintain documentation standards used to prepare compliance documentation; ensure the documentation guidelines are kept current.
  • Manage all necessary documentation for EHS/Compliance Fleet vehicle including maintenance, fuel receipt reconciliation.
  • Manage travel arrangements including airfare, lodging, and incidental cost reporting.
  • Arrange catering for planned large events and meetings such as audits, annual company meetings, etc.
  • Corporate credit card reconciliation and record-keeping including receipt collection, coding through appropriate channels/AFEs, and payment collection.
  • Follow established retention procedures for compliance documents.
  • Accurately perform assigned work in conformance with direction provided and in a timely manner.
  • Prepare routine correspondence for Compliance Manager regarding PHMSA directives (Certified Mail), along with all departmental mail/UPS/FedEx/Certified mail requests.
  • Order and maintain necessary office supplies and materials.

JOB REQUIREMENTS:

Minimum requirements:

  • Must be able to work with a team, take direction from management, adhere to required work schedules, focus attention on details, and follow work rules.
  • Ability to successfully perform multiple tasks with strict deadlines.
  • Ability to organize and prioritize daily work.

Education:

  • Bachelor’s degree from an accredited institution.
  • A minimum of two (2) years’ direct work experience in administration may be considered as a substitute for a degree.


Experience/Specific Knowledge:

  • Advanced proficiency level in MS Office applications that may include but are not limited to Excel, Word, Access, PowerPoint, Outlook and SharePoint.

Certifications, Licenses & Registrations:

  • Must possess and maintain a valid driver’s license and a driving record satisfactory to the company and its insurers (for travel).

Competencies, Skills & Abilities:

  • Very strong organizational skills and habits.
  • Individual can work out problems autonomously but is not hesitant to ask questions when he/she arrives at possible solutions that deviate from the given directions.
  • Able to quickly learn functionality of Microsoft Office or other software that the individual does not currently understand.
  • Must be able to perform all essential and marginal functions of the job.
  • Must be able to work with a team, take direction from management, adhere to required work schedules, focus attention on details, and follow work rules.
  • Ability to successfully perform multiple tasks with strict deadlines.
  • Ability to organize and prioritize daily work.
  • Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience and skill sets of the successful candidate.

Working Conditions:

  • The position will be based out of Lakewood, CO.
  • The successful candidate will be required to clear a drug screen and a complete background check, including credit reports for certain positions, after an offer has been extended and prior to being employed.


Supervisory Responsibility:

  • None

PREFERRED EDUCATION, EXPERIENCE, CERTIFICATIONS, COMPETENCIES, SKILLS, & ABILITIES:

Above the minimum requirements, not required but advantageous in this position:

  • Possesses experience in project management of software related tasks and deployments.
  • Proficient in SharePoint 2013 — able to build sites, workspaces, has a working knowledge of various types of libraries and SharePoint document storage and organization solutions.
  • Possess a working knowledge of natural gas and hazardous liquid pipeline operations is a plus.
  • Experience collaborating with team members through SharePoint or similar program.
  • Technical writing experience.

Other responsibilities:

The above statements describe the general nature and level of work being performed. This position may perform other duties as assigned.


JAB Recruitment is an equal opportunity employer. Qualified applicants are considered for positions without regard to race, color, religion, sex, national origin, age, citizenship status, marital status, medical condition, physical or mental disability or any other legally protected status. EOE/M/F/D/V