Administrative Specialist-II

ONEOK•Hutchinson, KS

2d•$51,000 - $77,000

About The Position

The Administrative Specialist-II provides administrative support for operational and/or field activities, preparing reports, maintaining records, processing invoices, and assisting with departmental projects. The role serves as a resource for administrative processes and helps ensure efficiency, consistency, and compliance with organizational policies. It works with minimal supervision and collaborates with various teams to optimize workflows and support departmental objectives. Responsibilities include administrative coordination and accounting support; processing invoices and requisitions; maintaining vendor profiles; generating and closing project AFEs and tracking costs; tracking expenditures, budgets, and forecasts; and supporting regulatory filings, compliance documentation, performance reporting, and audits. The role also coordinates vehicle procurement and registration, Request for Service activities, travel, mail and shipping, office cleaning and maintenance, and check requests. The specialist provides guidance on administrative processes, maintains district folders and shared drives, and serves as a liaison between field operations and headquarters. The role supports meetings, training sessions, safety events, and onboarding; maintains office supplies; accesses and maintains information in various systems; customizes dashboards and reporting templates; reconciles data for reporting; and assists with audits, special projects, and DOT or other regulatory compliance and safety procedures. The position is classified as sedentary work. It is performed indoors in well-lit, climate-controlled areas and involves frequent repetitive motion and constant use of computer monitors. Travel is not required. Driving may be assigned based on tasks, and a company vehicle may be provided when applicable, requiring the appropriate driver's license.

Requirements

High school diploma.
1–2 years of related work experience.
Experience using office equipment applicable to the position, including computers, calculators, keyboards, two-way radios as specified, fax machines, and document scanners.
Experience or training with spreadsheet and text software such as Excel, Access database, and Word.
Experience or training related to transmission pipeline system operations and procedures; AFEs and completion reports; file systems; budget processes and procedures; account classifications; and ONE Call procedures.
Experience interpreting, compiling, composing, revising, or preparing correspondence, reports, policies and procedures, contracts and agreements, job orders, and completion reports.
Knowledge of organizational workflows, basic compliance requirements, operational processes, standard reporting systems, data-entry procedures, administrative best practices, and company policies.
Ability to support administrative processes, cross-departmental tasks, and process improvements; compile operational data for reporting; communicate effectively; and maintain accurate documentation.
Skills in data entry, document management, basic report preparation, intermediate office software use for data tracking and reporting, time management, prioritization, and multitasking.
Ability to meet the described sedentary physical demands, including occasional lifting or moving of up to 10 pounds.
An applicable driver's license may be required if assigned a company vehicle.

Responsibilities

Research, compile, and prepare reports and correspondence related to operational, financial, or compliance activities.
Process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, and generate and close project AFEs while tracking costs in accordance with GAAP and SOX guidelines.
Track expenditures, budgets, and forecasts; support regulatory filings, compliance documentation, performance reporting, and audit requests.
Administer vehicle procurement and registration processes and coordinate Request for Service activities.
Maintain logs, trackers, and databases for compliance, training, and operational data.
Coordinate travel arrangements for leaders and employees as needed; prepare check requests; coordinate mail and shipping delivery and collection; and coordinate office cleaning and maintenance.
Provide guidance to field personnel, internal teams, and external stakeholders on administrative processes, including materials charges and account classifications.
Maintain district folders and shared drives, ensuring proper organization and retention of documentation.
Serve as a liaison between field operations and headquarters on administrative and compliance matters.
Assist with meetings, training sessions, and safety events, including booking facilities, scheduling, ordering supplies or catering, and preparing presentations and materials.
Support employee onboarding activities.
Access, retrieve, and maintain information in various systems, including customizing dashboards and templates for reporting.
Prepare and reconcile data for reporting, including invoices, time entry, and budget tracking.
Order and maintain office supply inventory.
Provide ongoing support for departmental audits and special projects.
Perform tasks related to DOT or other regulatory compliance and safety procedures.