HF Sinclair Corporation
Administrative Assistant Senior
HF Sinclair Corporation, El Dorado, Kansas, United States, 67042
Basic Function
HF Sinclair in El Dorado, KS is seeking a Senior Administrative Assistant. This role provides advanced administrative support and assists in the technical support of department operations.
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
Additional Duties
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
Experience A minimum of five years of on‑the‑job experience is required, some locations require related experience within a refinery.
Education A minimum of a High School Diploma or equivalent is required.
Preferred: An Associates Degree .
Required Skills 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.
Preferred Skills:
Working knowledge of SAP and EMPAC.
Supervisory/Managerial Responsibility None.
Work Conditions Office based with up to 5% travel by land required. Subject to varying road and weather conditions.
Benefits HF Sinclair offers a comprehensive benefits package designed to support the well‑being of our employees and their families. Our benefits include, but are not limited to, the following:
Medical Insurance
Vision Insurance
Dental Insurance
Paid Time‑Off
401(k) Retirement Plan with match
Educational Reimbursement
Parental Bonding Time
Employee Discounts
Benefit eligibility is governed by official plan documents, for more details visit Total Rewards.
Physical Requirements Job conditions require standing, walking, sitting, twisting, stooping, crouching, kneeling, talking or hearing, making precise hand and finger movements, reaching or grasping. Job conditions may require making visual inspections, lifting and/or carrying up to 25lbs, pushing and/or pulling up to 25lbs, climbing up to 3ft, working in confined spaces, and perceiving color differences.
Equal Opportunity Employer HF Sinclair Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other prohibited ground of discrimination.
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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
Additional Duties
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
Experience A minimum of five years of on‑the‑job experience is required, some locations require related experience within a refinery.
Education A minimum of a High School Diploma or equivalent is required.
Preferred: An Associates Degree .
Required Skills 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.
Preferred Skills:
Working knowledge of SAP and EMPAC.
Supervisory/Managerial Responsibility None.
Work Conditions Office based with up to 5% travel by land required. Subject to varying road and weather conditions.
Benefits HF Sinclair offers a comprehensive benefits package designed to support the well‑being of our employees and their families. Our benefits include, but are not limited to, the following:
Medical Insurance
Vision Insurance
Dental Insurance
Paid Time‑Off
401(k) Retirement Plan with match
Educational Reimbursement
Parental Bonding Time
Employee Discounts
Benefit eligibility is governed by official plan documents, for more details visit Total Rewards.
Physical Requirements Job conditions require standing, walking, sitting, twisting, stooping, crouching, kneeling, talking or hearing, making precise hand and finger movements, reaching or grasping. Job conditions may require making visual inspections, lifting and/or carrying up to 25lbs, pushing and/or pulling up to 25lbs, climbing up to 3ft, working in confined spaces, and perceiving color differences.
Equal Opportunity Employer HF Sinclair Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other prohibited ground of discrimination.
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