OSES - Administrative Assistant

POSITION SUMMARY: This position provides administrative support to the district, location, or department to assist in the day-to-day operation in all areas of administrative and office work.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

* Abides by all Oil States Energy Services, LLC Safety and Operational Policies and Procedures.
* Perform reception duties to include greeting customers or visitors in a polite and professional manner; answer and route incoming calls to the appropriate person in a professional manner or take messages for solicitation calls, fax documents to designated recipients, sign for package deliveries, sort and distribute incoming mail, and operate postage machine to prepare outgoing mail.
* Answer and screen manager's telephone calls, arrange conference calls or training, and arrange travel and lodging to coordinate manager's schedule or workload as needed.
* Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.) and takes outgoing mail to post office.
* May assist Management team in tracking employee attendance, vacation, and sick leave by providing reports out of Kronos time keeping system as needed, forward leave forms and other applicable paperwork to HR or Payroll.
* Process official documents and maintain records in appropriate files to ensure organization of materials; maintain electronic record management systems as applicable.
* May enter information into JD Edwards for PO's (Purchase Orders) to be issued from corporate office, once received, and scanned into the N drive.
* May code, match and reconcile invoices as part of the A/P process.
* Perform basic accounting functions such as data entry to ensure per diem payments to field employees; audit and reconcile company and customer work orders; code and enter work orders into company Rental Tool Management System (RTMS) program to ensure accurate customer billing.
* Enter information into customer's electronic payment system for invoices, such as ADP and Oildex.
* Make corrections to inventory or non-inventory purchase orders as needed to ensure accurate payment processing; interface with District Managers to ensure accuracy of inventory orders.
* Serve as liaison to Human Resources department to direct applicants to Kiosk for entry of application, assist with DOT application packet; coordinate scheduling of applicable pre-employment drug or physical screening with candidate, and clinic; assist District Manager in communicating with candidate of anticipated hire date when approved for hire; log into New Hire Orientation call to allow new employees' participation; forward necessary new hire paperwork to HR for data entry and filing in new hire files.
* Maintain New Hire packets at the district level and coordinate with HR when additional forms are needed.
* Help new employees with Kronos Mobile phone set up for timekeeping.
* Handles DISA forms for Chain of Custody/new hire/random/ accident or cause.
* May assist field personnel with completing monthly expense reports such as P-card statements, mileage, meals, hotels, or other work-related expenses; submit expense reports to applicable accounting group for processing.
* Compile and review all necessary HS&E documentation vehicle trip reports, documentation for driver qualification files, month safety training rosters, and scheduled and non-scheduled vehicle maintenance reports ensuring accuracy; entering items into Encompass and maintain originals at district level.
* Prepare monthly light duty vehicle mileage reports and send to fleet department.
* Prepare monthly man hours report/ out of state time for corporate and HS&E.
* Track and reconcile District P-card.
* Order office and break room supplies; receive deliveries to stock and distribute supplies to appropriate areas for storage or use as needed; review and verify invoices to ensure accurate vendor billing and timely payment.
* Order, track, and manage all company uniform orders.
* Assist with special projects on an as needed basis.
* This position is designated as a safety sensitive position.
* Perform other duties as assigned.

Administrative Assistant II

* Maintain, organize, and distribute files and / or documentation, including purchase orders and batch and G/L reports to the appropriate departments for recordkeeping and storage.
* Monitor the status of outstanding purchase orders and follow up with vendors as necessary to avoid shipping delays and expedite order delivery.
* Contact vendors as necessary to obtain required information such as W-9 forms, terms and conditions, or serial numbers to establish accounts and maintain vendor relationships.
* Receive and check shipments by reviewing packing slips to verify quantities and SKUs; contact vendors regarding incorrect shipments.

Administrative Assistant III

* May review and follow contracts at the district level for leases and equipment as needed.
* Mentor and train other Administrative Assistants.
* May compile daily, weekly, or monthly reports regarding known and forecasted district revenue, workload, or other job data; submit reports to district manager for review and distribution to upper-level management.

Administrative Assistant IV

* May organize and execute a wide variety of company functions and events from small meetings to larger gatherings with external stakeholders.
* May act in a supervisory role for other Administrative Assistants within the District, Region, or Company.
* Must be able to effectively manage time, co-workers and prioritize tasks to meet establish deadlines.

KNOWLEDGE, SKILLS, AND ABILITIES:

* Working knowledge of MS Office programs and other office equipment such as calculator, photo copier, fax machine, postage machine, etc.
* Basic knowledge of standard accounting concepts, practices, and procedures such as A/P or A/R.
* Must be able to handle a heavy workload such as auditing, processing, compiling, and gathering documentation needed for internal and external compliance purposes.
* Must possess basic math skills.
* Must be able to effectively manage time and prioritize tasks to meet establish deadlines.
* Must be flexible, able to adjust to multiple demands or shifting priorities.
* Must be detail oriented with accurate data entry skills.

QUALIFICATION REQUIREMENTS:

Administrative Assistant I

* High School Diploma or General Education Degree (GED)
* One to three years' experience in an office environment as an administrative assistant, accounting clerk or other related position required, preferably in the oil and gas industry.
* One years' experience resolving simple to mildly complex issues; must understand how, where and/or to whom to refer issues for further resolution.

Administrative Assistant II

* High School diploma or GED equivalent.
* Two plus years' experience in an office environment as an administrative assistant, accounting clerk or other related position required, preferably in the oil and gas industry.
* One years' experience resolving simple to mildly complex issues; must understand how, where and/or to whom to refer issues for further resolution.
* One plus years' experience in oilfield work or related field.

Administrative Assistant III

* High School Diploma or General Education Degree (GED)
* Three plus years' experience in an office environment as an administrative assistant, accounting clerk or other related position required, preferably in the oil and gas industry.
* Two plus years' experience in oilfield work or related field.

Administrative Assistant IV

* Must possess advance working knowledge of computer skills to utilize the Microsoft Office Suite, particularly Excel, Word, and Outlook; must possess the ability to learn company or industry specific applications.
* Advanced knowledge of standard accounting concepts, practices, and procedures such as A/P or A/R.
* 5 plus years' experience in an office environment as an administrative assistant, accounting clerk or other related position required, preferably in the oil and gas industry.

PHYSICAL REQUIREMENTS:

* 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.
* Must be able to exert force to occasionally lift or move objects of up to 10 pounds. Anything over 75 pounds but less than 150 pounds will require either a lifting device or two employees. Anything over 150 pounds will require a lifting device, per HSE guidelines.
* Must be able to sit for prolonged periods of time.
* Must be able to occasionally bend, lift, kneel, stand, or walk for moderate periods of time.
* Must have good manual dexterity to perform daily tasks and operate computers or other standard office equipment.
* Must have vision and hearing within normal range.
* Must be able to deal with moderate levels of stress and/or stressful situations.

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following:

Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interest; Able to build moral and group commitments to goals and objectives; Supports everyone's efforts to succeed.

Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans.

Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Cost Consciousness: Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

Ethics: Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support: Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Judgment: Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process.

Quality: Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Safety & Security: Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Attendance/Punctuality: Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

An Equal Opportunity Employer

An E-Verify Employer

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