Administrative Assistant Senior

Basic Function

HF Sinclair in El Dorado, KS is seeking a Senior Administrative Assistant. This role provides advanced administrative support and assists in the technical support of department operations.

Job Duties

* Prepares and may distribute complex correspondence, reports, studies, forms, invoices, and documents

* Performs daily office support responsibilities (i.e. faxes, copying, filing, labeling, typing, travel arrangements, etc.)

* Processes all department mail (i.e. incoming and outgoing courier, overnight packages, certified mail, etc.)

* Schedules meeting and conference rooms

* Coordinates, orders and manages office supplies and materials as required to support maintenance or other assigned department activities, ensuring smooth operations and accuracy of orders, meeting delivery requirements, and reconciling invoices and delivery receipts

* Compiles and analyzes data, making calculations and preparing reports as requested

* Coordinates work between departmental units and departments; communicates department project information or any other requests

* Develops administrative policies and procedures as required; may research technical and policy issues and assist in the implementation of recommendations

* Researches, designs, and/or edits presentations such as brochures, newsletters, forms, manuals, reports and charts

* Responds to complex inquiries concerning the company or department and screens calls for department management

* Prepares, interprets and distributes information

* Performs duties as department document and record control coordinator including coordinating and maintaining record keeping and filing systems

* Acts as backup for other administrative staff

Other duties may include some or all of the following:

* Participates in the development, monitoring and justification of the budget

* Administers collection of company fuel registration and customer certificates

* Verifies and processes expense statements

* Tracks absenteeism, vacation time, overtime, call out opportunity and other related personnel scheduling and may process Payroll timesheets. Review unauthorized time with Supervisor and if applicable schedule in timekeeping system along with other off-times

* Organizes vacation scheduling for hourly and salaried employees

* Conducts procurement reviews to ensure policies are followed, providing overall contract management such as expiring contractor notifications, renewals and the like

* Monitors assets as assigned by manager/supervisor

* Provides IT training logistics and administer department on-boarding process

* Manages vehicle fleet license and registration

* Maintains accurate record keeping for Purchase/Expense reconciliations, and coordinate with Materials Management to develop new supply ordering/purchasing numbers

* Performs exception time reporting for payroll, by inputting and reviewing special assignment or overtime requirement work schedules, printing and distributing bi-weekly schedules, and auditing vacation and sick time

Special assignments or tasks assigned to the employee by their superior, as determined from time to time in their sole and complete discretion.

Experience

A minimum of five years of on-the-job experience is required, some locations require related experience within a refinery.

Education Level

A minimum of a High School Diploma or equivalent is required. PREFERRED EDUCATIONAL LEVEL:
An Associates Degree is preferred.

Required Skills

Strong word processing, database, spreadsheet and other applications skills including Access, Payroll and Purchasing Systems depending on assignment. Ability to write programs within Access required at some locations. Knowledge of office management principles and practices and administrative procedures. Advanced organization skills required. Ability to implement new systems and procedures and to evaluate their effectiveness; supervise others; and effectively interpret plans and procedures.

Team player, self starter, independent worker, good time management and analytical skills and priority setting ability. Ability to effectively communicate with others, both in written and verbal communication; to work independently and perform…