Administrative Specialist III Field

#WeAreONEOK Fortune 500 company. 100 years in business. Leading midstream service provider. Safety first. Sustainable operations. Environmentally responsible. Employee focused.

JOB SUMMARY

Essential Functions and Responsibilities

• Administrative Coordination & Accounting:
• Research compile and prepare reports or correspondence related to operational financial or compliance activities such as:
• General Accounting: Process invoices for applicable cost centers update vendor profiles generate and complete material requisitions generate and close project AFEs and track costs to meet GAAP and SOX guidelines.
• Expenditure and budget / forecast tracking.
• Regulatory filings and compliance documentation.
• Performance reporting and audit preparation.
• Independently administer and oversee processes for vehicle procurement/registration and Request for Service (RFS) coordination.
• Update and maintain logs trackers and databases for compliance training and operational data.
• Coordinate travel arrangements for leaders and employees as needed.
• Prepare check requests.
• Coordinate mail/shipping delivery and collection.
• Responsible for coordinating office cleaning and maintenance.
• Process Support and Communication:
• Provide in-depth guidance to field personnel internal teams and external stakeholders on administrative processes such as:
• Handling materials charges and account classifications.
• Maintaining organized files and records in shared drives or physical filing systems.
• Maintain district folders and shared drives ensuring proper organization and retention of documentation.
• Serve as a primary liaison between field operations and headquarters for administrative and compliance-related matters.
• Event and Meeting Coordination:
• Oversee the preparation and coordination of meetings training sessions and safety events including:
• Booking facilities scheduling and ordering supplies or catering.
• Preparing presentations and training materials.
• Supporting employee onboarding activities.
• Data Management and Reporting:
• Access retrieve and maintain detailed information using various systems including advanced customization of dashboards and templates.
• Prepare and reconcile complex data sets for reporting purposes including invoices time entry and budget management.
• Additional Duties:
• Order and track inventory of office and field supplies to support operations.
• Provide ongoing support for departmental audits and special projects.
• Perform tasks related to Department of Transportation (DOT) or other regulatory compliance and safety procedures.

Education

• H.S. Diploma

Work Experience

• 3 - 5 years related work experience

Knowledge Skills and Abilities

• Knowledge of: Organizational workflows compliance standards and departmental procedures.
• Knowledge of: Intermediate reporting systems and database management.
• Knowledge of: Principles of process improvement and administrative best practices.
• Ability to: Develop and refine administrative processes to enhance consistency and efficiency.
• Ability to: Coordinate cross-departmental initiatives and contribute to workflow improvements.
• Ability to: Analyze operational data and prepare detailed reports for compliance and tracking purposes.
• Ability to: Guide and mentor lower-level staff in administrative procedures.
• Skills in: Managing and reconciling complex data for operational and compliance needs.
• Skills in: Advanced use of office tools for data tracking reporting and document management.
• Skills in: Problem-solving and implementing process improvements.
• Skills in: Effective communication and collaboration with diverse teams.

Licenses and Certifications

• None required

Strength Factor Rating - Physical Demands/Requirements

• Sedentary Work - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift carry push pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Strength Factor Description - Physical Demands/Requirements

• Standing: Remaining on ones feet in an upright position at a work station without moving about (Occasionally)
• Walking: Moving about on foot (Frequently)
• Sitting: Remaining in a seated position (Constantly)
• Lifting: Raising or lowering an object from one level to another (includes upward pulling) (Occasionally)
• Carrying: Transporting an object usually holding it in the hands or arms or on the shoulder (Occasionally)
• Pushing: Exerting force upon an object so that the object moves away from the force (Occasionally)
• Pulling: Exerting force upon an object so that the object moves toward the force (includes jerking) (Occasionally)
• Climbing: Ladders Stairs (Occasionally)
• Balancing: Maintaining body equilibrium to prevent falling (Occasionally)
• Stooping: Bending the body downward and forward by bending the spine at the waist (Occasionally)
• Kneeling: Bending the legs at the knees to come to rest on the knee or knees (Occasionally)
• Crouching: Bending the body downward and forward by bending the legs and spine (Occasionally)
• Crawling: Moving about on the hands and arms in any direction (Occasionally)
• Reaching: Extending hands and arms in any direction (Constantly)
• Handling: Seizing holding grasping turning or otherwise working with the hand or hands (Manual Dexterity) (Constantly)
• Fingering: Picking pinching or otherwise working with the fingers primarily (Finger Dexterity) (Constantly)
• Feeling: Perceiving such attributes of objects/materials as size shape temperature texture movement or pulsation by receptors in the skin particularly those of the finger tips (Constantly)
• Talking: Expressing or exchanging ideas/information by means of the spoken word (Frequently)
• Hearing: Perceiving the nature of sound by the ear (Frequently)
• Tasting/Smelling: (Occasionally)
• Near Vision: Clarity of vision at 20 inches or less (Constantly)
• Far Vision: Clarity of vision at 20 feet for more (Frequently)
• Depth Perception: Three-dimensional vision; ability to judge distances and spatial relationships so as to see objects where and as they actually are (Frequently)
• Vision: Color - The ability to identify and distinguish colors (Constantly)

Working Conditions/Environment

• Employee is subject to inside and outside environmental conditions

Working Conditions

• Well lighted climate controlled areas (Frequently)
• Outdoor weather conditions (Occasionally)
• Dust fumes gases (Occasionally)
• Frequent repetitive motion (Constantly)
• CRT (Computer Monitor(s)) (Constantly)

Travel

Driving

• Based on assigned tasks employee may be assigned a company vehicle requiring the applicable drivers license

ONEOK is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race color sex pregnancy sexual orientation age religion creed national origin gender identity disability military/veteran status genetic information or any other categories protected by applicable law.

Expected Salary Range