Office Administrator

NAES•Aquasco, MD

3d•$39 - $50•Onsite

About The Position

The Office Administrator at the Chalk Point Generating Station is responsible for administering Human Resources procedures and benefits, file maintenance including employee, safety, and environmental reports and files, the timely completion of payroll, and the overall administrative functions of the facility. Establishes, implements, and enforces office policies and procedures. Performs tasks which require advanced skills in organization and planning, and will have an overall knowledge of plant, Owner and NAES corporate departments. Your scope of responsibility as Office Administrator will include the following primary functions:

Requirements

We are seeking a candidate with administrative experience and a strong background in office management, including worker fitness for duty administration, worker compensation, human resources, general accounting, and payroll.
Ability to understand procedures and instructions related to the assigned area, typically gained through successful completion of high school or equivalent education.
Comprehensive knowledge and hands-on expertise in HR programs and benefits administration, coupled with experience in payroll processing, and ensuring compliance with regulatory standards and corporate policies.
Exceptional dedication to detail, guaranteeing meticulous accuracy in record-keeping across a variety of tasks and responsibilities.
Proven ability to convey complex ideas clearly and effectively, facilitating seamless interaction with employees, vendors, and upper management.
Proactive approach to organization, adept at juggling and prioritizing multiple tasks with a focus on efficiency and productivity.
Skilled in a wide array of administrative tasks, including the management of policies, regulatory procedures, and event planning.
Adept at ensuring the seamless flow of operations within the organizational framework.
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

Manage and maintain site policies and procedures, ensuring revisions reflect plant operations, safety requirements, and regulatory obligations.
Maintain accurate and auditable employee training, certification, and safety records to support plant operations and OSHA compliance.
Safeguard plant records, technical documentation, and office supplies; coordinate procurement activities and timely receipt of administrative and operations-support items.
Maintain administrative reporting and document control processes, including record retention, archiving, and preparation of documentation for audits and inspections.
Provide administrative support to the Plant Manager and Operations and Maintenance leadership, including scheduling activities, coordinating meetings, outages, and employee functions, and processing expense reports.
Track and reconcile fuel, reagent, and other bulk material inventories, including associated documentation and accounting support, and assist with identifying monthly Operations and Maintenance cost variances.
Support site leadership by coordinating documentation and logistics for internal and external audits, regulatory inspections, and compliance reviews.
Record and reconcile invoices, purchase orders, and applicable sales tax documentation in accordance with corporate policies, and maintain accurate vendor records, including tax information, insurance certificates, and contractual documentation.
Use the Computerized Maintenance Management System (CMMS) to generate purchase orders and track procurement, inventory, and supporting documentation.
Review and match receiving documentation with purchase orders and invoices to ensure accuracy and coordinate vendor payment requests to support timely processing.
Keep vendor W-9 files, prepare 1099s, and ensure vendor insurance certificates and records are current.
Assist with monthly financial tracking, including identifying cost variances and supporting financial reporting, expense processing, and reimbursements.
Support internal and external audits by organizing and providing requested procurement, financial, and administrative documentation.
Coordinate site-level human resources administrative activities and serve as the primary liaison with the NAES Corporate Human Resources Manager.
Process employee payroll and related reporting in accordance with corporate procedures and applicable federal and state requirements, reviewing submissions for accuracy and coordinating corrections as needed.
Coordinate payroll-related documentation, including timesheets, labor charges, relocation expenses, and incentive or bonus payments.
Maintain accurate and confidential employee records, including documentation related to leaves of absence, disability claims, workplace injuries, and workers’ compensation.
Support plant staffing activities, including recruitment coordination, onboarding, new employee orientation, and administrative support of the Fitness for Duty program, including scheduling, testing coordination, and record management.
Additional human resources, administrative, and accounting functions as assigned by Accounting Manager