Administrative Assistant

NAES•Castleton On Hudson, NY

11h•Onsite

About The Position

The Administrative Assistant is based at Castleton Energy Center and provides administrative and business support for the facility, with occasional support provided to Lockport Cogeneration Facility as needed. Reporting to the Business Manager, this position assists with accounting, purchasing, vendor coordination, recordkeeping, purchase order documentation, invoice processing and tracking, and maintaining accurate business records.

Requirements

High school diploma or equivalent required
Working knowledge of accounts payable, invoice processing, purchase orders, vendor coordination, and related accounting and recordkeeping processes.
Familiarity with procurement activities, including requisitions, purchase orders, order tracking, receiving documentation, and resolution of vendor or invoice discrepancies.
Proficiency with business systems used for accounting, purchasing, recordkeeping, and reporting, including ERP, CMMS, or similar platforms
Strong attention to detail with the ability to maintain accurate accounting, purchasing, vendor, and operational records.
Effective organizational and time-management skills with the ability to manage multiple priorities and support two facilities.
Clear and professional written and verbal communication skills with the ability to work effectively with plant personnel, Corporate staff, vendors, and service providers.
Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

Nice To Haves

An Associate or Bachelor’s degree in business administration, accounting, human resources, or a related field is preferred.
Relevant experience may be considered in lieu of additional education.
Prior administrative or business support experience in a fast-paced operational environment preferred, particularly within power generation, manufacturing, or a similar industrial setting.
Maximo experience is a plus.

Responsibilities

Provide administrative and business support for Castleton Energy Center, assisting the Business Manager with accounting, purchasing, vendor coordination, and daily administrative activities, while providing occasional support to Lockport Cogeneration Facility as needed.
Receive, review, record, route, and track NAES and vendor invoices, following up on approvals, discrepancies, and payment issues as needed.
Maintain accurate purchase order and accounting records, including requisitions, POs, invoices, receipts, purchasing commitments, and supporting documentation.
Process and track invoices and purchasing activity through applicable accounting, ERP, and CMMS platforms, including Maximo, and assist with budget variance and purchasing commitment reviews.
Support procurement by preparing and tracking requisitions and purchase orders, expediting orders, coordinating with vendors, and resolving receiving, shipment, pricing, and invoice discrepancies.
Maintain organized electronic and paper records, including vendor information, insurance certificates, operational records, procedures, work orders, accounting documentation, and other controlled records.
Coordinate with vendors and service providers regarding purchasing, deliveries, documentation, invoices, and account-related matters.
Track fuel deliveries and maintain related data, invoices, records, and supporting documentation.
Assist with HR, training, and compliance administration, including new hire documentation, training records, permits, regulatory records, reports, audits, and inspections.
Support plant operations and outages through scheduling, inventory tracking, vendor coordination, meeting documentation, and other administrative activities.
Prepare correspondence, reports, records, and other documentation for the Business Manager, plant personnel, vendors, and management, and perform other related duties as assigned.
Perform additional administrative, accounts payable, HR, operational support, or employee event tasks as assigned by the Administrative Manager, including occasional support for Lockport Cogeneration Facility as needed.