Administrative Assistant

Description:

Provides advanced administrative and office support to Technical Services Department, inclusive of Director and Managers.

Answers, screens, and directs telephone calls, creating a positive impression with callers and arranging conference calls.
Greets visitors and directs them to the appropriate area or person.
Prepares routine correspondences, mail, reports, presentations, expense reports, and makes copies as necessary.
Organizes and maintains file systems.
Schedules appointments and makes arrangements for meetings and conferences, which may include preparing agendas, reserving and preparing facilities, and recording and transcribing minutes of meetings.
Arranges and coordinates travel schedules and reservations.
Monitors and reconciles controllable expenses, and assists in the preparation of annual budgets.
Serves as PPM Super User. Assists in providing PPM training for engineering and other departments. Proficient in EWR, AFE preparation, approval and teco/closure.
Coordinates activities required to complete the monthly capital project cost forecasting. Prepares and balances the monthly capital project cash flow and issue report.
Coordinates and gathers data for Capital project closure meeting. Lead role in the review process of projects for Teco and Close timeliness with engineering staff.
Coordinates project-related activities required for Sarbanes-Oxley compliance and maintain monthly records of those activities. Completes annual Sarbanes-Oxley Assessment.
Coordinates and submits “Monthly Engineering Department Activity Reports” to refinery Management and Corporate.
Serves as SAP Super User. Inputs purchase requisitions and work orders into SAP for the engineering department. Assists accounts payable to resolve issues with the processing of invoices, requisition increase in limits and engineering approvals as needed.
Orders and maintains office supplies, lunches, coordinate vendor lunch and learns, miscellaneous items.
Abides by confidentiality requirements when working with sensitive information, results, and communications.
Provides thorough, efficient, and effective customer service to individuals at all levels within the organization.
Maintains department vehicles (to include Rental vehicles) – schedule for maintenance / services as required.
Coordinates and facilitates new employees and Summer intern’s office requirements: Sets up offices, communications, and timesheet submittals. Coordinates and sets up “Summer Intern Learning Series” and refinery tours.

This position is salaried nonexempt status, which means you are eligible for overtime pay.

Qualifications:
Able and willing to work on-site, in-person at the Valero St. Charles Refinery required.
High School diploma or GED required.
5 years of secretarial experience required.
Basic skill using Microsoft Office programs (i.e., Word and Excel) required.
Experience providing administrative support for corporate executives in the refining/petroleum industry preferred.
Experience working in an engineering environment, including experience with engineering drawings and documents preferred.
Knowledge and use of SAP preferred.
Knowledge and use of PPM preferred.

All successful candidates must be eligible to obtain a TWIC card (Transportation Worker Identification Credential). It is Valero’s policy that employees must wear this card at all times while working at the refinery. Please review eligibility criteria athttps://www.tsa.gov/for-industry/twic.

Position level and salary will be commensurate with qualifications and experience.

Valeros employees are the heart of its success, and there is a reason why the company is an employer of choice in the fuels manufacturing and marketing industry. It’s not just the excellent benefits package, or the opportunities for personal growth, it’s also the caring and committed culture of the organization that makes everyone feel like they’re truly part of a team. For more information, visit Valero.com.

Valero is an EEO/AA Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to legally protected status, including race/ethnicity, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, age, disability, protected veteran or any other status protected by applicable federal, state or local laws.

Please be advised, if you are viewing this position on a website that lists an estimated salary rate/range, it was not provided by Valero. Valero’s market specific salary rate/range will be provided during the recruiting process and tends to be higher than what is estimated by such websites.

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Job: Administrative/Clerical
Primary Location: US-LA-Norco
Job Posting: Oct 15, 2024, 4:16:51 PM
Unposting Date: Ongoing
Req ID: 24001FY