Administrative Assistant

The Castleton Energy Center in Castleton-on-Hudson, New York, is a 72 MW combined-cycle power plant using gas and steam turbine technology to generate reliable electricity. The facility utilizes waste heat to improve efficiency and support regional energy needs. The Lockport Cogeneration Facility in Lockport, New York, is a 198 MW combined heat and power facility supplying electricity and process steam to its host facility.

Opportunity Summary

The Administrative Assistant is based at Castleton Energy Center and provides administrative and business support for the facility, with occasional support provided to Lockport Cogeneration Facility as needed. Reporting to the Business Manager, this position assists with accounting, purchasing, vendor coordination, recordkeeping, purchase order documentation, invoice processing and tracking, and maintaining accurate business records.

Your scope of responsibility as the Administrative Assistant includes the following primary functions:

• Provide administrative and business support for Castleton Energy Center, assisting the Business Manager with accounting, purchasing, vendor coordination, and daily administrative activities, while providing occasional support to Lockport Cogeneration Facility as needed.
• Receive, review, record, route, and track NAES and vendor invoices, following up on approvals, discrepancies, and payment issues as needed.
• Maintain accurate purchase order and accounting records, including requisitions, POs, invoices, receipts, purchasing commitments, and supporting documentation.
• Process and track invoices and purchasing activity through applicable accounting, ERP, and CMMS platforms, including Maximo, and assist with budget variance and purchasing commitment reviews.
• Support procurement by preparing and tracking requisitions and purchase orders, expediting orders, coordinating with vendors, and resolving receiving, shipment, pricing, and invoice discrepancies.
• Maintain organized electronic and paper records, including vendor information, insurance certificates, operational records, procedures, work orders, accounting documentation, and other controlled records.
• Coordinate with vendors and service providers regarding purchasing, deliveries, documentation, invoices, and account-related matters.
• Track fuel deliveries and maintain related data, invoices, records, and supporting documentation.
• Assist with HR, training, and compliance administration, including new hire documentation, training records, permits, regulatory records, reports, audits, and inspections.
• Support plant operations and outages through scheduling, inventory tracking, vendor coordination, meeting documentation, and other administrative activities.
• Prepare correspondence, reports, records, and other documentation for the Business Manager, plant personnel, vendors, and management, and perform other related duties as assigned.
• Perform additional administrative, accounts payable, HR, operational support, or employee event tasks as assigned by the Administrative Manager, including occasional support for Lockport Cogeneration Facility as needed.

NAES Safe

Safety is a core value at NAES, and as a condition of employment, all employees are expected to remain mentally alert and work safely at all times. Employees must also adhere to all safety warnings and posted signs while on company property. Additionally, they are required to follow all NAES safety rules and procedures. Adherence to these safety responsibilities is one of the key factors in the evaluation of each employee’s performance.

Working Relationships

The Administrative Assistant reports to the Administrative Manager and may take general direction from plant management. Additionally coordinates with all plant personnel relative to the accounting, human resources, and administrative processes.

Physical Requirements and Working Conditions

Work is primarily performed in an office environment. However, as the facility is a power plant, there may be occasions that require standing for extended periods of time, climbing stairs and ladders, and wearing protective equipment (such as hard hats, safety glasses, and hearing protection). On-site conditions may also necessitate work outdoors in varying weather, including both hot and cold temperatures. Please note that smoking restrictions apply in and around the facility.

Fitness for Duty

All employees will participate in the Fitness for Duty Program. This program includes a post-offer/pre-employment drug screening and audiogram, as well as post-employment random drug screening. 

Work Schedule

The Administrative Assistant works a standard Monday through Friday day-shift schedule. Extended hours, weekends, or holidays may occasionally be required to support plant operations, outages, or business needs.

Some travel may be involved to participate in Manager, Owner, User Group, or other offsite meetings.

Compensation

This position offers a base pay rate ranging from $26.25 to $34.50 per hour, along with eligibility for an annual performance bonus up to 10%.

Core Qualifications and Skills

• High school diploma or equivalent required; an Associate or Bachelor’s degree in business administration, accounting, human resources, or a related field is preferred. Relevant experience may be considered in lieu of additional education.
• Prior administrative or business support experience in a fast-paced operational environment preferred, particularly within power generation, manufacturing, or a similar industrial setting.
• Working knowledge of accounts payable, invoice processing, purchase orders, vendor coordination, and related accounting and recordkeeping processes.
• Familiarity with procurement activities, including requisitions, purchase orders, order tracking, receiving documentation, and resolution of vendor or invoice discrepancies.
• Proficiency with business systems used for accounting, purchasing, recordkeeping, and reporting, including ERP, CMMS, or similar platforms; Maximo experience is a plus.
• Strong attention to detail with the ability to maintain accurate accounting, purchasing, vendor, and operational records.
• Effective organizational and time-management skills with the ability to manage multiple priorities and support two facilities.
• Clear and professional written and verbal communication skills with the ability to work effectively with plant personnel, Corporate staff, vendors, and service providers.
• Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

About NAES

NAES Corporation is a leading provider of operations, maintenance, and engineering services for energy facilities. We serve clients across the power generation, oil and gas, and renewable energy sectors throughout North America and internationally, supporting the full life cycle of power generation and other industrial facilities.

NAES is committed to fostering a diverse and inclusive workplace. Employment decisions are based on merit and qualifications, without regard to race, color, religion, national origin, sex, gender identity, sexual orientation, age, disability, military status, USERRA-protected status, or any other characteristic protected by applicable federal, state, or local law.

Qualifications Skills Preferred Accounting Some Knowledge Human Resources Intermediate Office Administration Intermediate Microsoft Office Suite Intermediate Organizational Skills Intermediate Verbal and Written Communications Intermediate AR - Accounts Receivable Some Knowledge AP - Accounts Payable Some Knowledge Vendor Invoice Matching Intermediate Recordkeeping Intermediate Purchase Orders Some Knowledge Procurement Administration Some Knowledge Payroll Some Knowledge MS Office Suite Intermediate Invoices Some Knowledge Inventory Control Some Knowledge Data Entry Intermediate Computer Skills Intermediate CMMS - Computerized Maintenance Mgmt System Some Knowledge Operations Management Some Knowledge Education Required High School or better. Preferred Associates or better. Experience Preferred High school diploma or equivalent required; an Associate or Bachelor’s degree in business administration, accounting, human resources, or a related field is preferred. Relevant experience may be considered in lieu of additional education. Prior administrative or business support experience in a fast-paced operational environment preferred, particularly within power generation, manufacturing, or a similar industrial setting. Working knowledge of accounts payable, invoice processing, purchase orders, vendor coordination, and related accounting and recordkeeping processes. Familiarity with procurement activities, including requisitions, purchase orders, order tracking, receiving documentation, and resolution of vendor or invoice discrepancies. Proficiency with business systems used for accounting, purchasing, recordkeeping, and reporting, including ERP, CMMS, or similar platforms; Maximo experience is a plus. Strong attention to detail with the ability to maintain accurate accounting, purchasing, vendor, and operational records. Effective organizational and time-management skills with the ability to manage multiple priorities and support two facilities. Clear and professional written and verbal communication skills with the ability to work effectively with plant personnel, Corporate staff, vendors, and service providers. Equal Opportunity Employer
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