Administrative Specialist (HYBRID in Calumet, OK)

ONEOK•Calumet, OK

2d•Hybrid

About The Position

This position provides administrative support for operations, plant, and field activities. The role involves preparing reports, processing and coding invoices, record management, and assisting with projects. The company is seeking candidates based in or willing to relocate to the Calumet, OKC, or Yukon, Oklahoma area. Preferred experience includes supporting the Midstream industry in a plant environment. ONEOK is a Fortune 500 company with over 100 years in business, focused on safety, sustainable operations, and employee well-being.

Requirements

H.S. Diploma
Experience in use and function of office equipment applicable to position including but not limited to: Computers, Calculators, Keyboards, Two-way radios, Facsimile machine, Document scanners.
Experience and training related to: Spreadsheet and text software such as Excel, Access database, and Word.
Experience with Transmission pipeline system operations and related procedures.
Experience with AFE’s, completion reports, and related procedures.
Experience developing and maintaining file systems.
Experience with budget processes/procedures.
Experience with classification of accounts.
Experience with ONE Call procedures.
Experience interpreting, compiling, composing, revising, and/or preparing information such as correspondence and reports; policies and procedures; contracts and agreements; and job orders and completion reports.
1 - 2 years related work experience.
Knowledge of organizational workflows, basic compliance requirements, and operational processes.
Knowledge of standard reporting systems and data entry procedures.
Knowledge of administrative best practices and company policies.
Ability to support the implementation of administrative processes to ensure efficiency and accuracy.
Ability to assist with cross-departmental tasks and support process improvements.
Ability to compile and prepare operational data for reporting purposes.
Ability to communicate effectively with teams and ensure accurate documentation of administrative activities.
Skills in data entry, document management, and basic report preparation.
Skills in intermediate use of office software for data tracking and reporting (e.g., Excel, Word).
Skills in time management, prioritization, and multitasking in a structured environment.
Sedentary Work - Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects.
Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time.
Standing: Occasionally
Walking: Frequently
Sitting: Constantly
Lifting: Occasionally
Carrying: Occasionally
Pushing: Occasionally
Pulling: Occasionally
Climbing: Ladders, Stairs (Occasionally)
Balancing: Occasionally
Stooping: Occasionally
Kneeling: Occasionally
Crouching: Occasionally
Crawling: Occasionally
Reaching: Constantly
Handling: Constantly
Fingering: Constantly
Feeling: Constantly
Talking: Frequently
Hearing: Frequently
Tasting/Smelling: Occasionally
Near Vision: Clarity of vision at 20 inches or less (Constantly)
Far Vision: Clarity of vision at 20 feet or more (Frequently)
Depth Perception: Frequently
Vision: Color - The ability to identify and distinguish colors (Constantly)
Employee is subject to inside environmental conditions.
Well lighted, climate controlled areas (Constantly)
Frequent repetitive motion (Constantly)
CRT (Computer Monitor(s)) (Constantly)

Nice To Haves

Preferred experience supporting the Midstream industry in a plant environment.

Responsibilities

Research, compile, and prepare reports or correspondence related to operational, financial, or compliance activities.
Process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs and track costs, to meet GAAP and SOX guidelines.
Track expenditures and budgets/forecasts.
Handle regulatory filings and compliance documentation.
Prepare performance reports and respond to audit requests.
Administer processes for vehicle procurement/registration and Request for Service (RFS) coordination.
Update and maintain logs, trackers, and databases for compliance, training, and operational data.
Coordinate travel arrangements for leaders and employees.
Prepare check requests.
Coordinate mail/shipping delivery and collection.
Coordinate office cleaning and maintenance.
Provide guidance to field personnel, internal teams, and external stakeholders on administrative processes, including handling 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 for administrative and compliance-related matters.
Assist with the preparation and coordination of 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 using various systems, including customizing dashboards and templates for reporting purposes.
Prepare and reconcile data for reporting purposes, including invoices, time entry, and budget tracking.
Order and maintain inventory of office supplies.
Provide ongoing support for departmental audits and special projects.
Perform tasks related to Department of Transportation (DOT) or other regulatory compliance and safety procedures.

Benefits

Comprehensive health benefits
6% 401(k) match
4 quarterly contributions through the company’s profit sharing
$100,000 in life insurance
Annual bonuses for all employees
A minimum of three weeks of paid time off that recognizes your industry experience.

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