Office Administrator
: Job Details :

Dickerson Generation Station, located in Dickerson, Maryland, is a power generation facility with a total capacity of approximately 294 MW. The station consists of two gas/oil-fired units with GE 7F gas turbines in simple cycle. It operates as a crucial asset for meeting peak demand and ensuring grid stability in the region.Opportunity SummaryThe Office Administrator 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, NAES and Owner corporate departments.Primary FunctionsAdministrative

• Manage and control all NAES site policies and procedure revisions.
• Maintain accurate record of employee training and safety.
• Assure security of plant records, files, and supplies and is responsible for procurement and coordinates the timely receiving of all administrative-related items.
• Schedule and plan company-sponsored employee functions (i.e., luncheons, service awards, Christmas party, etc.) Process employee expense reports following company policy.
• Assist with the development and implementation of reporting procedures and oversee department record filing and archiving.
• Administratively manage fuel, reagent, and other bulk material and chemical inventory and accounting.
• Provide administrative assistance and support to Plant Managers, including planning functions and/or related plant events.
• Assist Plant Manager in identifying monthly O&M variances and preparing monthly reports.
• Assist Plant Manager with coordinating audits and inspections.

Accounting

• Record and reconcile invoices, purchase orders, and sales tax, following corporate procedures.
• Use the CMMS to generate purchase orders and keep procurement documents organized and up to date.
• Match receiving documents with purchase orders and invoices, ensuring they are recorded accurately.
• Collect procurement documents and manage vendor check requests to ensure timely payments.
• Assist in identifying monthly variances and support the preparation of financial reports.
• Keep vendor W-9 files, prepare 1099s, and ensure vendor insurance certificates and records are current.
• Review and process daily employee expense reports for accurate and timely reimbursement.
• Assist with audit requests by organizing and providing necessary documentation.

Human Resources

• Administer human resources programs and serves as liaison to NAES Corporate Human Resources Manager.
• Process employee payroll and payroll reporting in accordance with corporate accounting procedures.
• Reviews all incoming payroll-related documents.
• Coordinates, prepares, and processes payroll items (i.e., timesheets, relocation, labor charges, bonus, etc.). Identifies errors and ensures corrections are made as necessary.
• Maintains accurate records of employee leave of absence, disability, and workers compensation claims.
• Assists with hiring of plant personnel. Oversee the new employee orientation process.
• Administer the Fitness for Duty policy in accordance with policy, including scheduling employee testing and coordinating contractor testing.
• Create the test requests and manage reporting for random, post-accident, and other Fitness for Duty testing.
• Responsible for benefits administration of plant personnel in accordance with Corporate Human Resources requirements.

Additional human resources, administrative, and accounting functions as assigned by Accounting ManagerNAES SafeSafety is a core value of NAES and as a condition of employment, all employees are expected to be mentally alert and work safely at all times. Additionally, employees are required to adhere to all safety warnings and posted safety signs whenever on company property. Furthermore, employees must follow all NAES safety rules and procedures. Effectiveness in carrying out this responsibility is part of the evaluation of each employee's performance.Working RelationshipsThe Office Administrator reports to the Accounting Manager and cooperates with all plant personnel relative to the accounting, Human Resources, and administrative processes.Working ConditionsPower plant environment. Physical requirements may also include the possibility of standing for extended periods of time, as well as stair and ladder climbing. Some work may require protective equipment to be worn (hard hat, safety glasses, hearing protection). Working conditions may include outside in cold and hot weather for periods of time. There are smoking restrictions in and around the facility. Fitness for DutyAll employees will participate in the Fitness for Duty Program. This program includes a pre-employment drug screen and post-employment random drug screening.Work ScheduleRegular workdays are from Monday to Friday, within standard dayshift hours. However, the position may necessitate extended working hours and flexible shifts as needed, including weekends and holidays, in response to schedules, workload demands, and plant conditions. Periodic callouts may also be necessary as part of the role.CompensationInitial starting compensation will range from $37 to $46 per hour and will include an annual performance bonus.Job QualificationsWe are seeking a candidate who has administrative experience and a work history that demonstrates a strong background in worker fitness for duty administration, worker compensation office administration, medical case management, general accounting, and payroll.

• Ability to understand procedures and instructions specific to the area of assignment as would be acquired in four years of high school.
• Associate or bachelor's degree in business administration, human resources, or similar is a plus.
• 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 and unrestricted driver's license, ensuring it remains in good standing at all times.

About NAESNAES Corporation is the leading provider of operations, maintenance, and engineering services for energy facilities. We have established ourselves as a reliable partner for clients in North America and internationally, offering services across power generation, oil and gas, and renewable energy sectors. Additionally, our growing family of companies enables us to address the entire life cycle of power generation and other industrial plants.NAES is committed to a diverse and inclusive workplace. It is the practice of NAES to seek employees of the highest quality and to select individuals on the basis of merit and competence, without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, military status or affiliation protected under USERRA, or any other basis of discrimination prohibited by applicable local, state and federal law.