/wEPDwUENTM4MWRkV290AE/T/0ZqDhk7arOnX8BPiqQ= DC2F0678 /wEWBgKb//bmDgLZmLPIBwLRmtKmBwLJvYapAwK9tdWaDgLe7Z7jATga6k5hNzrSBf0tg07OjiYqqoOX1 0 *8048B9619AF0A874 Requisition Number 18-0697 Post Date 12/28/2018 Title OSES - Administrative Assistant City Monahans State TX Description POSITION SUMMARY: This position provides administrative support to the district or department manager to assist in the day-to-day operation of the department in all areas of administrative and secretarial work of moderate difficulty. ESSENTIAL DUTIES AND RESPONSIBILITIES: Abide by all Oil States Energy Services LLC. Safety and Operational Policy and Procedures. Perform reception duties to include greet customers or visitors in a polite and professional manner, answer and route incoming calls to the appropriate person in a professional manner or take messages for solicitation calls, fax documents to designated recipients, sign for package deliveries, sort and distribute incoming mail, and operate postage machine to prepare outgoing mail. May oversee and process all time sheets for personnel in the District location; track employee attendance, vacation and sick leave by completing data entry into Kronos time keeping system as needed; forward leave forms and other applicable paperwork to HR or Payroll. Perform basic accounting functions to ensure job bonus payments to field employees; audit and reconcile company and customer work orders; code and enter work orders into company Rental Tool Management System (RTMS) program to ensure accurate customer billing. Serve as liaison to Human Resources department to receive applications, ensuring all documents are accurately and completed in full; forward candidate applications to HR for pre-employment processing; contact candidates to obtain incomplete information as needed; coordinate scheduling of applicable pre-employment drug or physical screening with candidate, clinic and WorkSTEPS representatives; advise anticipated hire date to candidate when approved for hire; log into New Hire Orientation call to allow new employees participation; forward necessary new hire paperwork to HR for data entry and filing in new hire files. Compile and review all necessary HSE/Safety documentation such as DOT driver logs, vehicle trip reports, documentation for driver qualification files, month safety training rosters, and scheduled and non-scheduled vehicle maintenance reports ensuring accuracy; submit documentation to the HSE department in a timely manner for required file maintenance. May compile daily, weekly or monthly reports regarding known and forecasted district revenue, workload or other job data; submit reports to district manager for review and distribution to upper level management. Receive, sort, and distribute incoming correspondence and documents; compose responses to routine correspondence and inquiries; process official documents and maintain records in appropriate files to ensure organization of materials; maintain electronic record management systems as applicable. Order office and break room supplies; receive deliveries to stock and distribute supplies to appropriate areas for storage or use as needed; review and verify invoices to ensure accurate vendor billing and timely payment. Answer and screen managers telephone calls, arrange conference calls or training, and arrange travel and lodging to coordinate managers schedule or workload as needed. May assist field personnel with completing monthly expense reports such as p-card statements, mileage, meals hotels or other work-related expenses; submit expense reports to applicable Accounting group for processing. May receive all purchase orders, reviewing them for completeness and accuracy. Reconcile all purchase order on a weekly and monthly basis to ensure proper payment of orders. Make corrections to inventory or non-inventory purchase orders as needed to ensure accurate payment processing; interface with District Managers to ensure accuracy of inventory orders. May code, match and reconcile invoices as part of the A/P process. Contact vendors as necessary to obtain required information such as W-9 forms, terms and conditions, or serial numbers to establish accounts and maintain vendor relationships. Compile and update departmental reports as needed. Order, track, and manage all company uniform orders. May assemble and maintain all company Safety related files, including Driver Qualification files. May maintain and distribute FMCR material to all new hires subject to DOT regulations. Assist with special projects on an as needed basis. Perform other duties as assigned. Requirements KNOWLEDGE, SKILLS AND ABILITIES: Must possess intermediate working knowledge of computer skills to utilize the Microsoft Office Suite, particularly Excel, Word and Outlook; must possess the ability to learn company or industry specific applications. Basic knowledge of standard Accounting concepts, practices, procedures such as A/P or A/R, and invoicing, billing, and expense reporting. Must be able to handle a heavy workload such as auditing, processing, compiling and gathering documentation needed for internal and external compliance purposes. Must possess basic math skills. Must possess good verbal and written communication skills. Must be able to effectively manage time and prioritize tasks in order to meet establish deadlines. Must be able to work and communicate effectively with all levels of co-workers, clients, and other external contacts. Must have the ability to convey information and ideas verbally and in written format clearly and concisely. Must be flexible, able to adjust to multiple demands or shifting priorities. Must be detail oriented with accurate with data entry skills. Must be able to speak, write and read English. QUALIFICATION REQUIREMENTS: High School diploma or GED equivalent. Three (3) years experience in a corporate office environment as a secretary, administrative assistant, accounting clerk or other related position required, preferably in the oil and gas industry. One (1) years experience resolving simple to mildly complex issues; must understand how, where and/or to whom to refer issues for further resolution. One plus years experience in oilfield work or related field. CERTIFICATION & LICENSES None PHYSICAL REQUIREMENTS Must be able to exert force to occasionally lift or move objects of up to 10 pounds. Must be able to sit for prolonged periods of time. Must be able to occasionally bend, lift, kneel, stand or walk for moderate periods of time. Must have good manual dexterity to perform daily tasks and operate computers or other standard office equipment. Must have vision and hearing within normal range. Must be able to deal with moderate levels of stress and/or stressful situations. Requires exposure to warm, hot and cold temperatures. Requires exposure to moderate noise levels. Requires exposure to moderate noise levels, as well as warm, hot and cold temperatures. COMPETENCIES To perform the job successfully, an individual should demonstrate the following: Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics. Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Respond well to questions. Written Communication: Writes clearly and informatively. Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others views; Gives and welcomes feedback; Contributes to building a positive team spirit. Judgment: Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process. Quality: Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Safety & Security: Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Attendance/Punctuality: Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. * Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. * Please view Equal Employment Opportunity Posters provided by OFCCP here. * The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)