Laboratory Administrative Specialist II

JOB SUMMARY

Job Profile Summary

Provides administrative support for laboratory activities and other stakeholders. Coordinates lab-related processes maintains documentation and supports data and reporting activities to ensure efficient and compliant lab operations for a petroleum analytical laboratory. Working within a technical and regulated environment the position partners with laboratory personnel scientists and operations teams to support workflow coordination recordkeeping and administrative functions.

Compiles examines or analyzes information and selects best resolutions to complex or moderately complex issues/scope from defined alternatives. Works under minimal supervision with general instruction on routine work but more detailed instruction on new projects/assignments. Work is generally reviewed to ensure completion of objectives. Uses good judgment to determine objectives of assignments and has authority to use a moderate amount of latitude and make independent decisions regarding selected matters or significance.

Ensures that lab activities are documented accurately materials and information are organized and processes align with safety regulatory and company standards.

Essential Functions and Responsibilities

• Administrative Coordination & Accounting:

  • Serve as a StarLIMS (internal and external) resource to assist in setting up customers and their projects in LIMS.

  • Research compile and prepare reports or correspondence related to operational financial or compliance activities

  • Process invoices for applicable cost centers update vendor profiles generate and complete material requisitions generate and close project AFEs and track costs

  • Expenditure and budget / forecast tracking.

  • Regulatory filings and compliance documentation.

  • Performance reporting and audit requests.

  • Administer 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.

  • Answer multi-line telephone system and respond to inquiries from both internal and external customers.

• Coordinate mail/shipping delivery and collection.

  • Responsible for coordinating office cleaning and maintenance.

  • Process Support and Communication:

  • Provide guidance to field personnel internal teams and external stakeholders on administrative processes

  • Handling materials charges and account classifications.

  • Maintain folders and shared drives ensuring proper organization and retention of documentation.

  • Serve as a liaison between laboratory operations and headquarters for administrative and compliance-related matters.

• Event and Meeting Coordination:

• Assist with the preparation and coordination of meetings training sessions and safety events including:

• Booking facilities scheduling and ordering supplies or catering.

• Preparing presentations and materials.

• Supporting employee onboarding activities.

• Data Management and Reporting:

• Access retrieve and maintain information using various systems including customizing dashboards and templates for reporting purposes.

• Prepare and reconcile data for reporting purposes including invoices and budget tracking.

• Order and maintain inventory of office supplies.

• 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

• Experience in use and function of office equipment applicable to position including but not limited to:

  • Computers

  • Calculators (Tested or demonstrated by position)

  • Keyboards (Tested or demonstrated by position)

  • Two-way radios (Specified by position)

  • Facsimile machine

  • Document scanners

• Experience and training related to:

  • Spreadsheet and text software such as Excel Access database and Word

  • Transmission pipeline system operations and related procedures

  • AFEs completion reports and related procedures

  • Developing and maintaining file systems

  • Budget processes/procedures

  • Classification of accounts

  • ONE Call procedures

• Experience interpreting compiling composing revising and/or preparing information such as correspondence and reports; policies and procedures; contracts and agreements; and job orders and completion reports

• 1 - 2 years related work experience /

Knowledge Skills and Abilities

• Knowledge of: Organizational workflows basic compliance requirements and operational processes.

• Knowledge of: Standard reporting systems and data entry procedures.

• Knowledge of: Administrative best practices and company policies.

• Ability to: Support the implementation of administrative processes to ensure efficiency and accuracy.

• Ability to: Assist with cross-departmental tasks and support process improvements.

• Ability to: Compile and prepare operational data for reporting purposes.

• Ability to: Communicate effectively with teams and ensure accurate documentation of administrative activities.

• Skills in: Data entry document management and basic report preparation.

• Skills in: Intermediate use of office software for data tracking and reporting (e.g. Excel Word).

• Skills in: Time management prioritization and multitasking in a structured environment.

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 environmental conditions

Working Conditions

• Well lighted climate controlled areas (Constantly)

• Frequent repetitive motion (Constantly)

• CRT (Computer Monitor(s)) (Constantly)

Travel

• Some travel may be required

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.

The job description is not intended to be a complete list of all responsibilities duties or skills required for the job and is subject to review and change at any time with or without notice in accordance with the needs of ONEOK.

ONEOK is committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations upon request for individuals to participate in the application and hiring process. To request an accommodation email or call 1-.

Expected Salary Range