Administrative Assistant

NAES•Straban Township, PA

22d•$26 - $36•Onsite

About The Position

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.

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.

Nice To Haves

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.

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.