Oil States International, inc.

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OSES - Administrative Assistant

at Oil States International, inc.

Posted: 9/14/2019
Job Reference #: *2D1C0F64BBB2CDC0
Keywords: data entry, office, clerk

Job Description

Requisition Number
19-0508

Post Date
7/30/2019

Title
OSES - Administrative Assistant

City
OKLAHOMA CITY

State
OK

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 manager’s telephone calls, arrange conference calls or training, and arrange travel and lodging to coordinate manager’s 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, and procedures such as A/P or A/R.
• 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.