Administrative clerk

Job Details

Description

The Administrative Clerk is primarily responsible for providing administrative and clerical support to area operations by preparing compliance reports and correspondence, answering the phone, maintaining the location files, material acquisition and delivery, material inventory and handling, invoice processing and coordinating incoming and outgoing mailings.

DUTIES AND RESPONSIBILITIES :

The following represents the majority of the duties performed by the position, but is not meant to be all inclusive nor prevent other duties from being assigned when necessary.

1. Complies with DOT and OSHA health, safety and environmental requirements and follows safety philosophy and procedures developed by the Company including : applicable environmental, health and safety rules, procedures, and accepted safe work practices, the use of appropriate personal protective equipment and safety systems, and the reporting of workplace hazards and injury or illness arising from workplace activities;

observes the workplace to identify conditions or behaviors that should be corrected and takes appropriate action.

2. Works with Area Manager, Sr. Measurement and Maintenance Specialist, Maintenance Planning Specialists, and area maintenance personnel in maintaining maintenance records for the area through the Company’s Computerized Maintenance Management System (CMMS).

3. Compiles information for and types routine correspondence, forms and reports.

4. Manages DOT records, inventory transfers, material ticket transfers and contractor insurance verifications.

6. Coordinates inventory record keeping pertaining to the receipt, storage, and disposition of products within the assigned area.

7. Maintains and manages location inventory levels, performs regular cycle count of inventory and reconciles differences, issues materials, and assists with all facets of the material handling and reporting process.

8. Answers telephone, screens the One Calls, answers caller inquiries, routes caller to desired party, takes and transmits messages, and arranges conference calls.

9. Processes invoices and assists with developing and maintaining the location budget.

10. Prepares outgoing mail and correspondence, including e-mail and faxes. Sorts, reads, and routes incoming mail.

11. Creates and maintains the departmental files and purges them of obsolete materials according to document retention policy.

12. Manages gate entry, greets visitors, answers routine visitor inquiries and conducts visitors to appropriate area or person.

13. Copies, assembles, and distributes contracts, reports, presentations and other business materials.

14. Conducts research and prepares reports summarizing findings.

15. Orders and maintains supplies and arranges for equipment maintenance.

REQUIREMENTS

Education and Experience

A High School diploma or GED certificate and three years of office and clerical experience is required. An Associate’s degree in business or the equivalent in experience and five years of general administrative experience in a comparably sized company is preferred.

Knowledge, Skills and Abilities

• Ability to actively engage in safe behavior and understand and follow the principles and methods related to pipeline and workplace safety as established by the Company.
• Knowledge of emergency and safety procedures, policies procedures, equipment operating parameters, and all applicable DOT, EPA, FERC, DHS and OSHA requirements.
• Skill in using the Company’s Computerized Maintenance Management System (CMMS) software.
• Ability to input data from inspection reports and completion data from various types of work orders.
• Ability to use iService Desk to run reports on work order status and maintain area key log.
• Knowledge of the Company’s Authorization For Expenditure (AFE) process.
• Knowledge of the principles and methods related to inventory management in the procurement, delivery, expediting, and reconciling of inventory.
• Skill in using the Microsoft Office suite of applications for word processing, spreadsheets, and e-mails, to create / develop correspondence, analyze information, create reports, and / or develop and make presentations.
• Ability to communicate effectively with visitors, callers and vendors.
• Ability to organize information clearly and precisely.
• Well-developed written communication skills to compose routine correspondence and reports.
• Ability to interact with employees throughout the organization to provide information regarding invoices and contracts and other normal business-related matters.
• Ability to effectively work and cooperate with supervisors, co-workers and vendors.
• Ability to follow corporate policies and the directions of supervisors.
• Ability to refrain from causing or contributing to the disruption of the workplace.

Last updated : 2024-08-28