Administrative Assistant

NAES•Gettysburg, PA

22d•$26 - $36•Onsite

About The Position

The Hunterstown Generating Station is a cutting-edge natural gas-fired combined cycle power plant with a generating capacity of 820 MW. It features three GE 7F.04 combustion turbines that convert natural gas into energy, complemented by a GE D11 steam turbine that captures and utilizes waste heat to significantly enhance overall efficiency. This advanced configuration delivers reliable power generation while minimizing environmental impact through optimized energy use. Opportunity Summary The Administrative Assistant at Hunterstown Generating Station plays a critical role in supporting the efficient operation of a combined-cycle power plant by coordinating, vendor interactions, and administrative functions. Key responsibilities include maintaining operational records and assisting with procurement and accounts payable processes to support timely, cost-effective, and safe plant operations. By ensuring reliable documentation and communication, this role contributes to the plant’s ability to safely and consistently deliver electricity to the regional grid. Your scope of responsibility as the Administrative Assistant includes the following primary functions: Provide comprehensive administrative coordination for plant operations, ensuring accurate recordkeeping, vendor and HR alignment, regulatory compliance, and efficient daily operations across generation and. Administer electronic and hard-copy records, including vendor accounts, insurance certificates, purchasing documentation, and operational files, ensuring organization, retention compliance, and accessibility. Control plant documentation, including procedures, work orders, and version-controlled records, serving as site documentation lead for audits and inspections. Manage invoice processing and tracking within accounting and CMMS platforms (e.g., Maximo), ensuring timely approvals, resolving discrepancies, and supporting monthly budget and commitment reviews. Coordinate accounts payable workflows, including invoice validation, coding accuracy, and vendor follow-up. Oversee procurement tracking activities, including expediting orders, monitoring open purchase orders, and resolving shipment or billing discrepancies. Coordinate site HR and safety administration, including training tracking, compliance documentation, workforce records, and screening requirements. Maintain compliance records and assist with permit tracking and reporting requirements to support environmental and operational standards. Coordinate logistical planning for outages, scheduling, inventory documentation, and vendor access, while maintaining control of plant records, office resources, and confidential documentation to ensure smooth operational execution. Provide administrative support for plant meetings, safety initiatives, and audits, including documentation and follow-up tracking. Prepare and distribute operational reports, correspondence, and documentation to internal teams and plant leadership to support reliable plant performance. Perform additional administrative and operational coordination duties as needed to support overall site performance. NAES Safe Safety is a core value at NAES, and as a condition of employment, all employees are expected to remain mentally alert and work safely at all times. Employees must also adhere to all safety warnings and posted signs while on company property. Additionally, they are required to follow all NAES safety rules and procedures. Adherence to these safety responsibilities is one of the key factors in the evaluation of each employee’s performance. Working Relationships The Administrative Assistant reports to the Administrative Manager and may take general direction from plant management. Additionally coordinates with all plant personnel relative to the accounting, human resources, and administrative processes. Physical Requirements and Working Conditions Work is primarily performed in an office environment. However, as the facility is a power plant, there may be occasions that require standing for extended periods of time, climbing stairs and ladders, and wearing protective equipment (such as hard hats, safety glasses, and hearing protection). On-site conditions may also necessitate work outdoors in varying weather conditions, including both hot and cold temperatures. Please note that smoking restrictions apply in and around the facility. Fitness for Duty All employees will participate in the Fitness for Duty Program. This program includes a post-offer/pre-employment drug screening and audiogram, as well as post-employment random drug screening. Work Schedule The Administrative Assistant works a standard Monday to Friday day shift schedule, ensuring consistent plant operation and support during regular business hours. Compensation This position offers a base pay rate ranging from $26 to $36 per hour, along with an annual performance bonus. Core Qualifications and Skills We are seeking a detail-oriented Administrative Assistant with experience supporting plant or industrial operations and a strong understanding of office administration, including vendor coordination, document control, regulatory compliance, accounts payable processes, and HR and safety program administration. The ideal candidate will demonstrate proficiency in financial tracking systems, purchasing workflows, and operational recordkeeping within a regulated environment.

Requirements

Ability to understand procedures and instructions related to assigned responsibilities, typically gained through successful completion of high school or equivalent education. An Associate or Bachelor’s degree in business administration, human resources, or a related field is a plus. Relevant industry or military experience may be considered in lieu of education.
Experience supporting administrative functions in a fast-paced operational environment, preferably within industrial or power generation settings.
Familiarity with managing vendor communications, processing and verifying invoices, and assisting with accounts payable activities.
Basic knowledge of procurement processes, including tracking orders, expediting shipments, and resolving vendor discrepancies.
Proficiency with administrative software systems for recordkeeping and reporting, such as CMMS, ERP platforms, or other operational data management tools.
Strong attention to detail and ability to maintain accurate records related to fuel deliveries, vendor transactions, and operational data.
Ability to prepare, format, and distribute professional correspondence and documentation with clarity and accuracy.
Excellent organizational skills to manage multiple tasks, maintain documentation, and support plant administrators and management effectively.
Clear and professional verbal and written communication skills to serve as the primary point of contact for fuel vendors, transportation providers, and internal teams.
Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

Responsibilities

Provide comprehensive administrative coordination for plant operations, ensuring accurate recordkeeping, vendor and HR alignment, regulatory compliance, and efficient daily operations across generation and.
Administer electronic and hard-copy records, including vendor accounts, insurance certificates, purchasing documentation, and operational files, ensuring organization, retention compliance, and accessibility.
Control plant documentation, including procedures, work orders, and version-controlled records, serving as site documentation lead for audits and inspections.
Manage invoice processing and tracking within accounting and CMMS platforms (e.g., Maximo), ensuring timely approvals, resolving discrepancies, and supporting monthly budget and commitment reviews.
Coordinate accounts payable workflows, including invoice validation, coding accuracy, and vendor follow-up.
Oversee procurement tracking activities, including expediting orders, monitoring open purchase orders, and resolving shipment or billing discrepancies.
Coordinate site HR and safety administration, including training tracking, compliance documentation, workforce records, and screening requirements.
Maintain compliance records and assist with permit tracking and reporting requirements to support environmental and operational standards.
Coordinate logistical planning for outages, scheduling, inventory documentation, and vendor access, while maintaining control of plant records, office resources, and confidential documentation to ensure smooth operational execution.
Provide administrative support for plant meetings, safety initiatives, and audits, including documentation and follow-up tracking.
Prepare and distribute operational reports, correspondence, and documentation to internal teams and plant leadership to support reliable plant performance.
Perform additional administrative and operational coordination duties as needed to support overall site performance.