Field Operations Assistant

Role Summary

Provide administrative support to assigned asset team(s).

• Perform financial and budgetary duties by entering purchase requisitions and receipts, applying correct account codes on expense reports, invoicing, preparing and analyzing budget information and variance explanation and tracking, reviewing expenditure details and resolving discrepancies. Perform reconciliations for purchasing cards.
• Support multiple Operations Managers, employees, and responsibilities as assigned.
• Manage anywhere from $1-1.5 million dollars budgets. Track costs monthly to meet end of year budget spend - working with teams to ensure budgetary items are purchased and are accounted for prior to year end or accrued.
• Work with accounting to have new vendors set up - ensuring insurance requirements are met, and new vendor information is submitted. Follow up on existing Outside Service providers to confirm they have acceptable vendor grade in ISNetwork and if necessary provide contractor reports of OQ qualifications, as requested by field personnel or project managers.
• Maintain State Environmental Permits - NPDES, Air, Water, Above ground Storage Tanks, Local Business Licenses, etc. and file manifests.
• Prepare and process AFE's for local asset team members.
• Assist project managers with financial management of local projects – Maintain Project Files;
  Remove Fix Asset (RITA), Reclassify Cost from Local Budgets to Project Funds as requested. Ensure quality control of weekly timesheet information by reviewing and approving data entered by field employees. Make corrections to timesheets before & after the rules engine runs.
• Organize asset team meetings by reserving conference rooms, assisting in the preparation of presentations, agendas, meeting requests, etc. Assist field employees in preparing memos, reports, presentations and other information needed for meetings or special projects. Manage the operation of the warehouse, which includes receiving materials from common carriers, entering inventory issues from stock, complete warehouse cycle counts, investigating and resolving any discrepancies between physical and book inventory records and ordering and replacing items used (for locations with warehouses).
• Facilitate compliance with Preventive Maintenance schedules by utilizing the Work Order system to report information on critical due dates. Work with teams to report discrepancies to the Compliance Department to ensure PM and equipment lists are accurate.
• Schedule and coordinate annual/semiannual equipment calibrations and call out services for equipment such as RVP, Sindie, Generators, etc.
• Provide training for new employees on multiple software applications.
• Provide accurate reporting for waste disposal and maintain local files on all hazardous/non-hazardous waste manifests.
• Perform packaging and shipping for locations. This may include shipping hazardous material samples (for testing, etc).
• Perform duties as administrator for Field Responsibility Intranet web site.
• Order office supplies and troubleshoot issues with printers, fax machines, computers, cell phones, vehicle information, etc. Maintain and secure new lease agreements for local equipment.
• Perform administrative duties for Training and Operator Qualification tracking and reporting. Enter new qualifications in tracking system and ensure monthly reports are posted.
• Schedule HAZWOPER, Smith Driving, CPR and other required trainings. Enter training activity reports for required team training in the learning management system.
• Screen incoming calls and greet visitors. Provide requested information to callers on subjects about which the incumbent is knowledgeable.
• Support District Work Team objectives and immediate needs.
• Provide assistance as requested from any other member of the District Work Team.
• Follow procedures for 3rd Party Damages - Collects all billing for the damages and assisting Right Away Specialist involving reimbursements.
• And other duties as assigned.

• High School Diploma or equivalent required.
• Associates or Bachelor's Degree in relevant discipline would be a plus.
• Significant, relevant…