Job Details
San Joaquin Energy operates six facilities across California, showcasing diverse power generation technologies. Tracy Power Project is a 330 MW combined-cycle plant with GE-7EA turbines and Alstom HRSGs. Henrietta and Hanford Peaker Plants offer 96 MW and 97 MW capacities. The Malaga Plant has two LM6000 PC Spring units totaling 96 MW. Colton Power Project has Drews and Century facilities, each a 40 MW simple-cycle gas turbine facility with four GE10B1 turbines. All Colton facilities are managed from San Joaquin Energy Plant, contributing to California's sustainable energy needs.
Opportunity Summary
As an Administrative Assistant, you'll manage accounts payable functions by handling tasks like vendor correspondence, sorting invoices, and data entry. You'll also assist in HR duties such as onboarding and staff screenings, while maintaining accurate records and supporting administrative functions. Your attention to detail and proactive approach will ensure smooth operations and contribute to overall efficiency.
Primary Duties
Accounts Payable functions
- Email approved purchase orders to vendors.
- Monitor the accounts payable email account for San Joaquin Energy & Malaga Power.
- Sort and date stamp invoices.
- Match invoices to the appropriate purchase orders.
- Input invoices into the Accounting System.
- Distribute invoices for proper disbursement approval.
- Enter invoices into Maximo.
- Follow up on invoices pending approval.
- Respond to and address all vendor calls and inquiries.
- Maintain accurate electronic and paper vendor and accounts payable files, including supporting documentation.
- Keep precise records of vendor insurance certificates, terms & conditions, and accounts payable records.
- Assist the Administrative Manager with month-end reconciliation of Open PO reports.
Human Resources functions- Assist the Administrative Manager with the new employee process, including collecting required documentation.
- Assist with quarterly staff drug screenings.
Administrative functions- Serve as the GPI Learn liaison for San Joaquin Energy & Malaga Power.
- Maintain accurate records of employee training and safety.
- Ensure the security of plant records and files.
- Maintain office supplies; responsible for ordering supplies and distribution.
- Assist the Compliance Manager with safety meeting setup and lunch orders.
- Assist with planning company-sponsored employee functions (e.g., luncheons).
- Act as a scribe for various meetings.
- Assist the Warehouse Specialist with inventory audits and data entry.
- Assist with various administrative functions during plant outages.
- Attend monthly safety meetings and complete required safety training.
- Perform additional accounts payable, human resources, and administrative functions as assigned by plant management personnel.
NAES 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 Relationships The Administrative Assistant reports to the Administrative Manager.
Physical Requirements and Working ConditionsPower plant environment. Protective equipment such as hard hats, safety glasses, and hearing protection must be worn in the performance of some duties. There are extensive smoking restrictions in and around the facility.
Fitness for DutyAll employees will participate in the Fitness for Duty Program. This program includes pre/post-employment drug screening.
Work ScheduleThis opportunity encompasses a Monday to Friday work week during regular day shift hours. Position may also require extended working hours with the possibility of weekend and holiday work as required by schedules, workload, and plant conditions.
CompensationInitial starting compensation will range from $26.50 to $28.00 per hour.
Job Qualifications- Proficiency in following specific procedures and instructions related to the assigned area, typically acquired through a four-year high school education.
- Demonstrated expertise in handling accounts payable functions, including processing invoices, matching them with purchase orders, and accurately entering them into accounting systems.
- Meticulously sorts, date stamps, and maintains accurate records of invoices, vendor information, and accounts payable files.
- Proven ability to efficiently manage administrative tasks, including liaison duties, record maintenance, document security, and office support functions.
- Understanding of HR compliance regulations, including new employee onboarding, documentation, and staff screenings.
- Proficient in communication to interact with vendors, respond to inquiries, and collaborate with internal stakeholders.
- Efficiently manages multiple tasks, prioritizes responsibilities, and maintains orderly office operations.
- Experience with systems such as Maximo and proficiency in Microsoft Office suite.
- Must possess and maintain a valid Driver's License at all times.tra
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.