Administrative Assistant II

Position Summary

We are currently seeking an Administrative Assistant for operations in Tulsa, OK.

 

The Administrative Assistant II may be responsible for routine duties and supporting office processing, records keeping, payroll time entry and review, meeting and travel arrangements, completing purchase orders, and conducting miscellaneous accounting functions.

Responsibilities

Administrative and program support to the office and/or program area

• Overseeing the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party,
• Preparing, proofreading and editing correspondence (forms, letters, spreadsheets, presentations, etc.).
• Providing information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff.
• Coordinating purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs.
• Coordinating all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.

 

Providing and coordinating support to program areas that may include:

• Assist with implementing effective office practices and processes and ensuring ongoing effectiveness of same.
• Scheduling, tracking and uploading training documentation
• Ensuring accurate data input into various program specific databases (e.g.: onboarding, training, etc.).
• Responding to customer and employee enquiries related to claims, invoices, purchase orders and office maintenance and processes.

 

Accounting Support

• Analyzing DTR information for accuracy prior to generating invoices;
• Receiving and ensuring legal review of purchase orders and/or work order acknowledgements, and ensuring sign off by client;
• Assisting Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices;
• Entering and reviewing weekly time reports and expenses into system.

Requirements

KNOWLEDGE, SKILLS & ABILITIES:

The position requires sound knowledge and understanding in the following areas:

• Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting those business objectives
• In depth working knowledge of company software applications and related office systems (e.g.: Microsoft Office, SQL, Concur, MAS500, CMD, Quickbase, E-Requester, etc.)
• Thorough understanding of collective agreement terms and conditions

The position requires the following skills and abilities:

• Highly developed interpersonal and communication skills
• Well-developed problem solving skills to solve a range of common and unusual work problems which may require the development of innovative and creative solutions
• Ability to organize, prioritize and coordinate multiple assignments/tasks within a team in a timely and effective manner

 

EDUCATION:

• This position requires a secondary school diploma with a minimum of three (3) years of related administrative experience.
• Related post-secondary training would be considered as asset.

**MUST BE ABLE TO PASS DRUG AND BACKGROUND SCREEN PER CLIENT REQUEST.

Benefits

• Competitive Salary
• Medical, dental, and supplemental insurance
• 401K Plan
• Paid Holidays
• Paid Time Off

Working Conditions

• Office environment with limited physical effort, continuous mental effort, and frequent complex requests for assistance.
• Travel may be required.

PHYSICAL JOB REQUIREMENTS & DEMANDS:

• Sitting for extended periods of time

Company Overview

Century Inspection, Inc. is a nondestructive examination contractor, performing, in addition to our pipeline work, inspection of various materials, pumps and generating plants, chemical plants, and related components. #LI-BE1