Sr Administrative Assistant - CITGO Petroleum Corporation

CITGO Petroleum Corporation is a recognized leader in the refining industry and operates under the well-known CITGO brand. CITGO owns and operates three refineries located in Lake Charles, LA.; Lemont, IL.; and Corpus Christi, TX, and wholly and/or jointly owns 38 active terminals, six pipelines and three lubricants blending and packaging plants. With approximately 3,300 employees and a combined crude capacity of approximately 807,000 barrels-per-day (bpd), positions CITGO as one of the best-branded supplier companies in the industry.

At CITGO our people are our most important resource. Our core values are Safety, Integrity, Respect, Accountability, and Care.

Job Summary

Responsible for providing support for the Engineering, Pipeline Compliance and Control Department. Performs routine and repetitive duties independently and according to established policies and procedures. Performs multiple complex assignments with limited supervision. Duties may include: developing presentations; preparing reports on spreadsheet applications from various databases and correspondence; maintaining attendance and vacation records; reviewing employee expense statements; coordinating meetings and luncheons; coordinating travel arrangements; coordinating departmental functions with other departments; distributing departmental mail, reports, faxes and packages; ordering office supplies; answering and responding to phone calls and inquiries; maintaining and updating filing systems; analyzing reports for management reporting. Responsible for creating requisitions and receiving materials and services against purchase orders in SAP and entering time confirmations for Engineers' work on capital projects and work orders into SAP. Prepare monthly budget reports. Maintain database and prepares reports for Engineering Work Requests (EWR'S) for engineers, facility managers and field personnel (including Terminals & Pipeline). Respond to frequent inquiries as to status of EWR's. Transfer information from approved EWR's to Project Status Database. Track status of tank inspection documentation. EPCC SharePoint Administrator. Responsible for entering and maintaining information to Welders Certification, CPL3 and CPL3A, Aerial Survey and EPCC Project Status Reports. Develop and maintain productive rapport with internal/external customers. Provide support for the Cathodic Protection (CP) Program such as creating routes, uploading surveys, bridging data and other reporting functions in the CP database, as well as tracking survey schedules and costs for annual CP program.

Minimum Qualifications

Minimum Education: High School or equivalent; Degree preferred but not required.

Experience Required: Minimum of 4 yrs previous experience as Administrative Asst.

Technical Skills Required: MS Office - Word, Excel, PowerPoint, Access. SAP experience - advanced capability is preferred.

Job Duties

Here's a summary of the job duties:

1. General Administrative Support:
- Assist field personnel with inquiries.
- Maintain vacation and time off records.
- Coordinate meetings and luncheons.
- Distribute departmental mail, reports, faxes, and packages.
- Order office supplies.
- Maintain and update filing systems.

2. Process Engineering Work Requests (EWRs):
- Enter approved EWRs into SAP.

3. Report and Special Project Preparation:
- Prepare various reports and handle special projects.

4. Develop Presentations and Reports:
- Use Microsoft tools (Word, Excel, PowerPoint, Access) to create presentations and reports from databases.

5. Purchase Requisitions and Service Entries:
- Create and manage purchase requisitions and service entries in SAP.

6. Expense Report Review:
- Ensure compliance with corporate policies when reviewing expense reports.

7. SharePoint Administration:
- Manage user permissions and administrative functions for Engineering, Pipeline Compliance, and Control.

8. Customer Network and Accounting Issue Resolution:
- Network with internal and external customers to resolve accounting issues.

9. Cathodic Protection Database Support:
- Manage the cathodic protection database by creating routes, uploading survey data, downloading reports, posting to SharePoint, maintaining records, and tracking survey schedules and costs.

Job Duties II

Job duties displayed above are not all-inclusive, site-specific responsibilities may be assigned.

Here are the incentives we offer:

• Remote Work options available for eligible positions
• Options are department and/or location specific
• 9/80 Work Schedule Option (where applicable)
• Annual Vacation Incentive (40-120 hours of additional pay) for Eligible Employees
• Paid Vacation Time
• Company-Paid Holidays
• Caregiver Leave
• Excellent 401(k) Match
• Pension Plan
• Company-Paid Sick Leave and Long-Term Disability
• Medical, Dental, & Vision Plans; FSA and HSA options
• Company-Paid Life Insurance for Active Employees
• Healthy Rewards Program
• Service Awards Program
• Educational Assistance Plan
• Dependent Children Scholarships
• Reimbursement for Gym Membership
• Employee Discount Programs
• On-site Health Clinic (select locations)
• On-site Cafeteria (select locations)
• On-site Credit Union and ATM (Corporate office only)
• On-site Fitness Center (select locations)

PLEASE NOTE ALL JOBS DO NOT QUALIFY FOR ALL PERKS

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

Requisition ID - 764