Administrative Specialist - Field

#WeAreONEOK – Fortune 500 Company. 100+ Years In Business. Leading Midstream Service Provider. Safety First. Sustainable Operations. Environmentally Responsible. Employee Focused.

Job Profile Summary Provides administrative support for operational and/or field activities. Responsible for performing routine tasks such as maintaining records, organizing documents, and supporting departmental activities. Assists with administrative processes to ensure efficiency and compliance with organizational policies. Works under direct supervision and collaborates with team members to complete assigned objectives.

Essential Functions and Responsibilities

• Administrative Coordination & Accounting:
• Perform basic tasks to support administrative processes, such as:
• Organizing material requisitions and invoices for review.
• 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.
• Assisting with tracking expenditures and routine budget updates.
• Maintaining files for compliance documentation and regulatory filings.
• Assist with updating logs, trackers, and databases for basic operational data, such as:
• Employee training records.
• Inventory lists.
• 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 basic assistance to field personnel, internal teams, and external stakeholders with administrative requests, such as:
• Gathering and organizing documents related to materials or account classifications.
• Maintaining organized files and records in shared drives or physical filing systems.
• Communicate routine updates and escalate more complex matters to senior administrative staff.
• Event and Meeting Coordination:
• Assist with the preparation and coordination of meetings and training sessions, including:
• Reserving meeting rooms and ensuring required materials are available.
• Preparing basic documentation or materials for distribution.
• Arranging simple catering or supply orders as needed.
• Data Management and Reporting:
• Enter, retrieve, and update information in basic company systems or templates.
• Support the preparation of routine data for reporting purposes, such as:
• Basic expense and budget summaries.
• Additional Duties:
• Stock and maintain inventory of office supplies.
• Perform general office tasks, such as filing, scanning, and copying.
• Provide support for minor departmental audits or special projects as assigned.

Education

• H.S. Diploma

Work Experience

• 0 - 1 year related work experience related work experience

Knowledge,

Skills and Abilities

• Knowledge of:
  Basic office procedures, workflows, and organizational policies.
• Knowledge of:
  Standard office equipment and basic computer applications (e.g., Word, Excel).
• Knowledge of:
  Filing systems and data organization principles.
• Ability to:
  Perform routine tasks such as sorting, filing, and data entry with accuracy.
• Ability to:
  Follow instructions and established processes to complete administrative tasks.
• Ability to:
  Communicate effectively to exchange information with team members and stakeholders.
• Ability to:
  Maintain accurate records and documentation in compliance with company policies.
• Skills in:
  Operating standard office equipment such as copiers, scanners, and postage machines.
• Skills in:
  Using basic features of office software to create and edit documents or spreadsheets.
• Skills in:
  Time management and prioritizing tasks in a structured environment.
• Skills in:
  Organizing and maintaining physical and electronic filing systems.

Licenses and Certifications

• None required

Strength Factor Rating
- Physical Demands/Requirements

• Sedentary Work
  - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.
  
  Sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Strength Factor Description
- Physical Demands/Requirements

• Standing:
  Remaining on one's feet in an upright position at a work station without moving about (Occasionally)
• Walking:
  Moving about on foot (Frequently)
• Sitting:
  Remaining in a seated position (Constantly)
• Lifting:
  Raising or lowering an object from one level to another (includes upward pulling) (Occasionally)
• Carrying:
  Transporting an object, usually holding it in the hands or arms, or on the shoulder (Occasionally)
• Pushing:
  Exerting force upon an object so that the object moves away from the force (Occasionally)
• Pulling:
  Exerting force upon an object so that the object moves toward the…