Administrative Assistant

Kinder Morgan•Baton Rouge, LA

13d•Onsite

About The Position

Provides comprehensive administrative support to managers and others in area or areas of responsibility. Includes creating documents, reports and records electronically and on paper; maintaining files electronically and on paper that are up to date, organized, complete and quickly retrievable; inputting data, using and maintaining data bases. As appropriate, processes invoices and posts to Accounts Payable in the appropriate system. Represents the Company in a professional and positive manner when dealing with employees, the public and others with whom the Company does business, in person, electronically in communications and on the telephone. Maintains work area in such manner as to visually demonstrate organization and control of files managed and maintained. Prepares various reports from information provided by others, or from information maintained in the regular performance of work, or may have to research or gather necessary information from recognized appropriate sources. Organizes and prioritizes work performed to meet deadlines while maintaining flexibility to provide support for developing or unexpected need. Recognizes and addresses problems and prevents or recommends actions to prevent development of problems, contributes ideas and recommendations for generating and implementing new ideas and procedures. Depending upon location and assignment, may be assigned to ensure that office machines & equipment are maintained in proper working order; interface with vendors who provide service and supplies for equipment. Orders, receives and maintains supplies and materials required by the area or office. Regular and predictable attendance. Set up lunches, supplies, phone screens etc. Other duties as assigned.

Requirements

High School diploma or equivalent with 1-3 years of related work experience
Intermediate Proficiency using MicroSoft Office (Word, Excel, PowerPoint, Outlook)
Ability to use or quickly learn to use other software that may be used in the assigned position (i.e. Lawson system).
Maintain files organized in such manner to be able quickly access accounts, records, reports, and other documents and files electronically and paper documents
Proficient in the use of or quickly learn to use the Lawson system
Ability to communicate clearly and professionally orally and in writing in English, using good business grammar
Processes various work related reports and documents from information provided by others or from information self generated or maintained
Strong analytical skills and logical thought processes, with ability to identify and resolve problems and sensitive administrative issues/problems
Ability to recognize the need for and maintain confidentiality as appropriate.
Ability prioritize and handle multiple tasks and meet deadlines while maintaining flexibility to provide support for developing or unexpected need
Ability to perform all aspects of the job independently and use sound judgement, advising supervisor or seeking guidance as appropriate
Ability to accept supervision / direction and work cooperatively with other people
Ability to speak and understand English.
Ability to work with others, takes direction from supervisor(s), focus attention on details, and follow work rules.
Regularly required to sit; use hands to type, finger, handle or feel objects, tools, or controls; reach with hand and arms.
Ability to read documents and distinguish colors in color coded reports and documents

Nice To Haves

Degree preferred

Responsibilities

Provides comprehensive administrative support to managers and others in area or areas of responsibility.
Creates documents, reports and records electronically and on paper.
Maintains files electronically and on paper that are up to date, organized, complete and quickly retrievable.
Inputs data, uses and maintains data bases.
Processes invoices and posts to Accounts Payable in the appropriate system.
Represents the Company in a professional and positive manner when dealing with employees, the public and others with whom the Company does business, in person, electronically in communications and on the telephone.
Maintains work area in such manner as to visually demonstrate organization and control of files managed and maintained.
Prepares various reports from information provided by others, or from information maintained in the regular performance of work, or may have to research or gather necessary information from recognized appropriate sources.
Organizes and prioritizes work performed to meet deadlines while maintaining flexibility to provide support for developing or unexpected need.
Recognizes and addresses problems and prevents or recommends actions to prevent development of problems, contributes ideas and recommendations for generating and implementing new ideas and procedures.
Ensures that office machines & equipment are maintained in proper working order.
Interfaces with vendors who provide service and supplies for equipment.
Orders, receives and maintains supplies and materials required by the area or office.
Maintains regular and predictable attendance.
Sets up lunches, supplies, phone screens etc.
Performs other duties as assigned.