HSE Administrative Assistant / United States

HSE Administrative Assistant

JOB SUMMARY:

The HSE Administration Assistant will provide administrative support for approximately 30-40 people in the Health, Safety, Environmental and Security Department at the Torrance Refinery. The HSE Administrative Assistant plays a key role in supporting a department's vision of delivering quality support to the Refinery.

PRINCIPAL RESPONSIBILITIES:

• Execute data entry duties such as, audits/inspections, assessment findings and action items, etc.
• Support PHA Coordinator to scan completed HAZOP P&ID’s as requested
• Manage requisitioning for Purchase Orders (PO) for service, materials, and change orders ensuring
• proper cost center, G/L, company code and forward to Accounts Payable (AP) as necessary
• Initiate Facilities Tickets, Work Orders, IT Helpdesk Tickets
• Manage and coordinate check requests and/or wire transfers for agency payments, and track through receipt;
• Prepare mailings to agencies, including helping to obtain needed signatures from throughout the refinery, making copies, traveling to the post office, tracking return receipts and filing copies of correspondence
• Maintain incoming document and associated libraries for JHA’s, JSEA’s and Variances
• Assume Floor Warden Responsibilities for HSE building (1st and 2nd Floor)
• Manage records in off-site storage, including sending and getting documents returned as needed;
• Assist with general office needs which include ordering supplies, managing coordination of troubleshooting technology/connectivity issues, meeting coordination, catering, etc.
• Manage Monthly Pcard Expense Reporting
• Support the coordination and/or delivery of presentations, documentation edits, event planning and
• similar ad-hoc requests on an as needed basis
• Support SP&P Administrator with SP&P updates and posting as necessary
• Support department moves as necessary
• Maintain all HSE Public Distribution List (PDL)
• Support HSE Permit Coordinator with managing permit sorting, retention, and filing
• Support Turnaround Safety Program Initiatives; Safety Summary, Safety Budget, Data Analysis
• Coordinate HSE Vehicle PMs with Garage
• Assist with CEMS Logbooks & CGA Results (Quarterly Basis)
• Support Title V Semi Annual Reporting

JOB QUALIFICATIONS:

• 1-3 years of experience working in an administrative role. Refinery experience preferred but not required.
• Any combination of education and experience that would provide the required knowledge and abilities is
• qualifying.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Strong communication and written skill, verbal, and ability to work with cross-functional teams
• Ability to communicate clearly at all levels of the organization
• Candidate is expected to be positive, self-directed and motivated, focused on achieving goals, and comfortable working in a team environment.
• Proficient with Microsoft Office software
• Excellent verbal, written, and interpersonal skills
• Organized and detail oriented
• Ability to work with a great deal of autonomy and independence with minimal supervision
• Outstanding time management and ability to meet deadlines
• Strong organizational skills and ability to multitask
• Sound decision-making and effective problem-solving
• Efficient at executing tasks and taking direction
• Demonstrates a high degree of professionalism and confidentiality