Office Administrative Supervisor

NAES•City of Batavia, NY

3h•Hybrid

About The Position

The Administrative Supervisor at Batavia Power Plant serves as a key multi-site resource, supporting administrative, accounting, and human resources functions across several NAES-operated facilities, including Sterling, Massena, Hillburn, and Shoemaker. This role ensures consistent, efficient processes and compliance across a fleet of natural gas-fired plants, while providing critical coordination between plant leadership and corporate support teams. It offers the opportunity to contribute to reliable power and cogeneration operations in New York by driving organization, financial accuracy, and workforce support across multiple locations.

Requirements

High school diploma required; ability to understand and apply procedures and instructions relevant to administrative assignments.
Prior supervisory or team leadership experience in administrative, HR, or office operations, preferably in an industrial, energy, or utility environment.
Demonstrated experience with payroll processing, benefits administration, and Fitness for Duty (FFD) program coordination.
Solid understanding of general accounting practices, including invoice processing, account reconciliation, and support for financial reporting and O&M cost tracking.
Experience managing procurement activities, including purchase orders, vendor coordination, and invoice tracking in a plant or operations setting.
Proficiency with administrative and operational systems such as CMMS or equivalent software for tracking work orders, procurement, and compliance activities.
Familiarity with HR policies, regulatory compliance, and audit support, with strong attention to documentation accuracy and recordkeeping.
Experience supporting multiple teams or locations, with the ability to coordinate and prioritize work across a fleet or distributed environment.
Excellent organizational skills with the ability to manage competing priorities in a fast-paced, operations-driven environment.
Effective verbal and written communication skills, with the ability to interact professionally with plant personnel, vendors, corporate teams, and leadership.
Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

Nice To Haves

Associate or bachelor’s degree in business administration, human resources, or a related field is preferred.

Responsibilities

Oversee daily administrative functions for Batavia and provide coordinated support to Sterling, Massena, Hillburn, and Shoemaker, ensuring compliance with NAES policies and site procedures.
Maintain and manage plant records across all facilities, including training, safety, operational, and environmental compliance documentation.
Coordinate procurement and distribution of office and administrative supplies across sites, ensuring cost efficiency and availability.
Standardize administrative processes (filing, reporting, recordkeeping) to drive consistency and efficiency across the fleet.
Support Plant Managers with reporting, outage coordination, meeting logistics, and administrative organization.
Assist with O&M cost tracking, monthly variance reporting, and coordination of audits, inspections, and regulatory reviews.
Coordinate employee events and process expense reports in accordance with company policies.
Process and reconcile invoices, purchase orders, and taxes across multiple facilities in accordance with corporate procedures.
Manage procurement activities through CMMS, including purchase order creation, tracking, and cost allocation by site.
Ensure accuracy of financial transactions by matching receiving documents, invoices, and purchase orders.
Support vendor management, including payments, records (W-9s, insurance), and contractor coordination.
Assist with financial reporting, including tracking and analyzing O&M cost variances across the fleet.
Review and process employee expense reports and support audit preparation through organized documentation.
Administer HR programs and serve as liaison to Corporate HR for all supported facilities.
Process and review multi-site payroll, ensuring accurate labor allocation, overtime tracking, and timely corrections.
Coordinate payroll-related activities including timesheets, labor charges, outage support, and compensation adjustments.
Maintain employee records, including leave, disability, and workers’ compensation across all sites.
Support recruitment, onboarding, and workforce planning for specialized plant roles.
Administer and manage Fitness for Duty (FFD) programs, including scheduling, testing, and compliance reporting.
Oversee benefits administration and ensure compliance with corporate HR policies.
Additional human resources, administrative, and accounting functions as assigned by Plant Manager, including occasional travel to support Sterling, Massena Hillburn, and Shoemaker Power Plants.