Office Assistant

Position Summary

Performs a variety of administrative functions. Prepares invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software; reads and analyzes incoming memos, submissions, and reports to determine their significance and plans their distribution. Familiar with standard concepts, practices, and procedures within a particular field or department.

• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve all documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and make arrangements for committee, vendor, interview and other meetings.
• Collect and maintain Data Equipment Check list.
• Enter, audit, and ensure payroll is completed timely and efficiently.
• Make travel arrangements for employees and management.
• Perform other related duties as required.

• High School diploma or equivalent.
• Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 6+ months of related experience.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.
• Written and verbal communication skills a must.
• Knowledge of confidential information policies, procedures and regulations that govern employee and employer confidentiality.
• Must work independently and as a member of a team.
• Essential identification skills, identifying and recognizing changes in circumstances, attentiveness to security violations or an emergency situation.

• Able to read, speak and write English.
• Ability to use sophisticated computer software programs to achieve job functions.
• Strong physical and mental health to maintain demanding workload.
• Able to work under stressful conditions at times.
• Communication – verbal and written communication, communication with personnel and vendors.
• Seeing – able to see the computer screen.
• Climbing – able to go up and down stairs.
• Position will require a minimum of 40 hours per week depending on workload.
• Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
• Strong work ethics of integrity and honesty, striving for excellence in all activities employing accompanying communication.
• Develops specific goals and plans to prioritize, organize, and accomplish work.
• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Develops constructive and cooperative working relationships and maintains them over time.
• Dependable, reliable, and ability to multitask.

• Seniority Level: Entry level
• Employment Type:
  
  Full-time
• Job Function:
  Administrative
• Industry: Oil and Gas