Senior Administrative Assistant

HF Sinclair•Dallas, TX

1d•Hybrid

About The Position

HF Sinclair is looking for a Senior Administrative Assistant who provides advanced administrative support and assists in the technical support of department operations. This role involves preparing and distributing complex correspondence, reports, and documents, performing daily office support tasks, processing mail, scheduling meetings, ordering and managing office supplies, compiling and analyzing data, coordinating inter-departmental communication, developing administrative policies and procedures, and researching and editing presentations. The position also acts as a document and record control coordinator, maintains filing systems, and may assist with budget development, procurement reviews, contract management, IT training logistics, department onboarding, vehicle fleet management, and payroll exception reporting.

Requirements

A minimum of five years of on-the-job experience is required, some locations require related experience within a refinery.
A minimum of a High School Diploma or equivalent is required.
Strong word processing, database, spreadsheet and other applications skills including Access, Payroll and Purchasing Systems depending on assignment.
Ability to write programs within Access required at some locations.
Knowledge of office management principles and practices and administrative procedures.
Advanced organization skills required.
Ability to implement new systems and procedures and to evaluate their effectiveness; supervise others; and effectively interpret plans and procedures.
Team player, self starter, independent worker, good time management and analytical skills and priority setting ability.
Ability to effectively communicate with others, both in written and verbal communication; to work independently and perform basic mathematical calculations.
Basic reading and writing skills.

Nice To Haves

An Associates Degree is preferred.
Working knowledge of SAP and EMPAC.

Responsibilities

Prepares and may distribute complex correspondence, reports, studies, forms, invoices, and documents.
Performs daily office support responsibilities (i.e. faxes, copying, filing, labeling, typing, travel arrangements, etc.).
Processes all department mail (i.e. incoming and outgoing courier, overnight packages, certified mail, etc.).
Schedules meeting and conference rooms.
Coordinates, orders and manages office supplies and materials as required to support maintenance or other assigned department activities, ensuring smooth operations and accuracy of orders, meeting delivery requirements, and reconciling invoices and delivery receipts.
Compiles and analyzes data, making calculations and preparing reports as requested.
Coordinates work between departmental units and departments; communicates department project information or any other requests.
Develops administrative policies and procedures as required; may research technical and policy issues and assist in the implementation of recommendations.
Researches, designs, and/or edits presentations such as brochures, newsletters, forms, manuals, reports and charts.
Responds to complex inquiries concerning the company or department and screens calls for department management.
Prepares, interprets and distributes information.
Performs duties as department document and record control coordinator including coordinating and maintaining record keeping and filing systems.
Acts as backup for other administrative staff.
Participates in the development, monitoring and justification of the budget.
Administers collection of company fuel registration and customer certificates.
Verifies and processes expense statements.
Tracks absenteeism, vacation time, overtime, call out opportunity and other related personnel scheduling and may process Payroll timesheets.
Review unauthorized time with Supervisor and if applicable schedule in timekeeping system along with other off-times.
Organizes vacation scheduling for hourly and salaried employees.
Conducts procurement reviews to ensure policies are followed, providing overall contract management such as expiring contractor notifications, renewals and the like.
Monitors assets as assigned by manager/supervisor.
Provides IT training logistics and administer department on-boarding process.
Manages vehicle fleet license and registration.
Maintains accurate record keeping for Purchase/Expense reconciliations, and coordinate with Materials Management to develop new supply ordering/purchasing numbers.
Performs exception time reporting for payroll, by inputting and reviewing special assignment or overtime requirement work schedules, printing and distributing bi-weekly schedules, and auditing vacation and sick time.
Special assignments or tasks assigned to the employee by their superior, as determined from time to time in their sole and complete discretion.