Administrative Specialist III - Field

#WeAreONEOK – Fortune 500 company. 100+ years in business. Leading midstream service provider. Safety first. Sustainable operations. Environmentally responsible. Employee focused.

JOB SUMMARY

Job Profile Summary

Provides advanced administrative support for operational and/or field activities, and perform job consistently, without supervision. Responsible for overseeing the preparation of reports, managing compliance documentation, reconciling data, and coordinating departmental projects. Acts as a key resource for administrative processes, driving efficiency, consistency, and compliance across teams. Operates with significant autonomy and collaborates with multiple departments to support complex workflows and organizational goals.

Essential Functions and Responsibilities

• Administrative Coordination & Accounting:
• Research, compile, and prepare reports or correspondence related to operational, financial, or compliance activities, such as:
• General Accounting: Process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs and track costs, to meet GAAP and SOX guidelines.
• Expenditure and budget / forecast tracking.
• Regulatory filings and compliance documentation.
• Performance reporting and audit preparation.
• Independently administer and oversee processes for vehicle procurement/registration and Request for Service (RFS) coordination.
• Update and maintain logs, trackers, and databases for compliance, training, and operational data.
• Coordinate travel arrangements for leaders and employees, as needed.
• Prepare check requests.
• Coordinate mail/shipping delivery and collection.
• Responsible for coordinating office cleaning and maintenance.
• Process Support and Communication:
• Provide in-depth guidance to field personnel, internal teams, and external stakeholders on administrative processes, such as:
• Handling materials charges and account classifications.
• Maintaining organized files and records in shared drives or physical filing systems.
• Maintain district folders and shared drives, ensuring proper organization and retention of documentation.
• Serve as a primary liaison between field operations and headquarters for administrative and compliance-related matters.
• Event and Meeting Coordination:
• Oversee the preparation and coordination of meetings, training sessions, and safety events, including:
• Booking facilities, scheduling, and ordering supplies or catering.
• Preparing presentations and training materials.
• Supporting employee onboarding activities.
• Data Management and Reporting:
• Access, retrieve, and maintain detailed information using various systems, including advanced customization of dashboards and templates.
• Prepare and reconcile complex data sets for reporting purposes, including invoices, time entry, and budget management.
• Additional Duties:
• Order and track inventory of office and field supplies to support operations.
• Provide ongoing support for departmental audits and special projects.
• Perform tasks related to Department of Transportation (DOT) or other regulatory compliance and safety procedures.

Education

• H.S. Diploma

Work Experience

• 3 - 5 years related work experience

Knowledge, Skills and Abilities

• Knowledge of: Organizational workflows, compliance standards, and departmental procedures.
• Knowledge of: Intermediate reporting systems and database management.
• Knowledge of: Principles of process improvement and administrative best practices.
• Ability to: Develop and refine administrative processes to enhance consistency and efficiency.
• Ability to: Coordinate cross-departmental initiatives and contribute to workflow improvements.
• Ability to: Analyze operational data and prepare detailed reports for compliance and tracking purposes.
• Ability to: Guide and mentor lower-level staff in administrative procedures.
• Skills in: Managing and reconciling complex data for operational and compliance needs.
• Skills in: Advanced use of office tools for data tracking, reporting, and document management.
• Skills in: Problem-solving and implementing process improvements.
• Skills in: Effective communication and collaboration with diverse teams.

Licenses and Certifications

• None required

Strength Factor Rating - Physical Demands/Requirements

• Sedentary Work - Exerting up to 10 pounds of force occasionally (Oc