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POSITION SUMMARY

The Illinois Refining Division is seeking a full-time Administrative Assistant for the Maintenance Department. The position will report directly to the Maintenance Manager with some cross-department responsibilities supporting both Technical Services and Human Resources. Successful candidates must be able to prioritize work assignments and maintain confidentiality of record information. This position will enter and verify data records in appropriate formats into various systems, track and verify the quality of data entry from all sources, interact with other departments to resolve problems and inquiries, and maintain efficient data and information flow. This position will also generate various reports. This position is for a full-time 40-hour work week with consideration given to a flexible work schedule (4-10s, 9-80s, 5-8s).  

KEY RESPONSIBILITIES 

• Assists Maintenance, Tech Services and HR Managers with tasks as needed. 

• Sends out other daily, weekly, or monthly reports as needed. 

• Submits purchase orders (POs) as required. 

• Enters Business Expense Reports (BERs). 

• Ensures new MPC and contractor hires are set up with computer access and other requests. 

• Organizes meetings and coordinates conference rooms for Maintenance, Tech Services and HR.  

• Gathers documents, reports, and makes copies as needed. 

• Updates and monitors department webpages. 

• Manages and orders supplies for the department. 

• Ensures employee time is entered for payroll. Tracks and reports for individual employees.  

• Assists with tracking various recognition programs. 

• Prepares various site-wide communications. 

EDUCATION AND EXPERIENCE 

Minimum (Required) Qualifications 

• High school diploma or equivalent. 

• One year of clerical/administrative support experience.

• A valid driver's license.

• Must be authorized to work in the U.S. on a full-time indefinite basis without the need for employment visa sponsorship now or in the future.

Preferred Qualifications 

• Completion of a 2-year Associate’s or a 4-year Bachelor’s Degree.

• Experience providing administrative support to HR or other confidential functions.

• Experience with Microsoft Office programs (Word, Excel, PowerPoint, Outlook, etc.).

• Experience with HR and timekeeping software (e.g., Workday/Workforce).

• Experience with SAP software.

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