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Administrative Assistant

Oklahoma City, OK
Job Title:  
Administrative Assistant
SOC code:  43.6014 FLSA Classification:
Non - Exempt
Oklahoma City, OK
Reports to: Operations Manager
Status: Full Time / Temporary EEO-1: Administrative Support Worker
Normal Work Hours and Days:  Regular work hours are core business hours of 8am to 4pm Monday through Friday. 
Revised:  04/30/2018

EEO Statement:
Cruz Energy Services, LLC. is an Equal Opportunity Employer. We make all employment decisions without regard to race, color, religion, sex, national origin, ancestry, age, disability, genetic information, marital status, citizenship, pregnancy, sexual orientation, gender identity, veteran status, other protected activities, or any other characteristic protected by federal, state or local law. **This employer participates in E-Verify. Este Empleador Participa en E-Verify.**
Summary: Responsible for providing primary administrative support including organizing, scheduling, coordinating, compiling, logging and distributing information to and as directed.
Essential Functions:
  • Provides needed support for to the Operations Manager
  • Provide administrative functions in a timely, professional and consistent manner as directed by management
  • Type routine correspondence and letters as requested
  • Maintain up-to-date computerized and hardcopy files, as needed
  • Responsible for daily cleaning and general maintenance of the coffee machine.
  • Create and distribute documents and correspondence as requested by management
  • Code documents as directed by management and according to company and job procedures
  • Pick up and deliver mail, as well as open and date-stamp all general correspondence
  • Record/distribute/coordinate incoming and outgoing couriers
  • Order supplies and materials, maintaining an adequate inventory of office supplies
    • Monitor the use of supplies and equipment.
    • Coordinate the repair and maintenance of office equipment.
    • Order stock of coffee, tea and sugar.
  • Conduct business errands, requiring driving, i.e., purchasing, delivering supplies, bank deposits, etc.
  • Operate a computer, scanner, fax and copy machine and produce and maintain record keeping/documentation
  • Arrange and file documents for reference and compliance.
  • Answering phone, relaying messages, and sending/receiving emails.

Other Tasks:
  • Assist in preparing various reports on various activities and projects.
  • Performs other related duties, as assigned.
Supervisory Responsibilities: None
Qualifications: To perform this job successfully, an individual must be able to perform each essential function and preferably can also perform other tasks satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required. 
Education and/or Experience:
  • A high school diploma or equivalent educational background.
  • Two years of prior office experience
  • Must have working knowledge of Microsoft Excel and computer operation.
  • Must possess a valid state driver license
  • Prior experience with Accounts Receivable / Accounts Payable 
  • DOT experience / Logistics experience
Skills, Knowledge and Abilities:
  • Knowledge of and the ability to use a computer and general software procedures to record and track data.
  • Knowledge of and proficient ability with Microsoft Excel and Microsoft Word.
  • Ability to be organized and detail-oriented.
  • Ability to understand and effectively communicate verbally with others.
  • Ability to understand and follow written and verbal instructions.
  • Ability to meet work schedules with dependability and consistency.
  • Ability to work with minimal supervision and exercise good judgment in prioritizing and carrying out duties.
  • Knowledge of and the ability to use a computer and software to record, track and design and analyze data.
  • Ability to professionally represent the company to suppliers, vendors, customers, regulatory agencies and the public.
  • Ability to effectively communicate information and ideas in writing and/or a statistical manner.
  • Ability to analyze spreadsheets and financial statements.
  • Ability to ensure that proper safety and incident reporting procedures are followed.
  • Ability to work with minimal supervision and exercise good judgment in prioritizing and carrying out duties as assigned.
  • Ability to wear protective clothing as needed on project sites
  • Ability to operate a vehicle as needed.
Physical Demands:
The following activities were rated for frequency of occurrence based on the following:
Not Present = NP    
1-10% of the work day = Rare 34-66% of the work day = Frequent
11-33% of the work day = Occasional 67-100% of the work day = Constant


Reaching Overhead Frequent
Standing Frequent Reaching Straight Ahead Frequent
Walking Frequent Reaching Downward Frequent
Bending/Stooping Occasional Handling Frequent
Crouching Occasional Fingering Frequent
Kneeling Occasional Feeling Frequent
Crawling Rare Talking Frequent
Climbing Rare Hearing Frequent
Balancing Occasional Twisting Frequent
Operate Foot Controls Occasional Twist of Wrist Frequent
(Pounds) Constant Frequent Occasional Rare
Lifting 10 lbs. 20 lbs. 30 lbs.  
Carrying 10 lbs. 20 lbs. 30 lbs.  
Pushing/Pulling 10 lbs. 20 lbs. 30 lbs.  
 Working Conditions:
1. Exposure to Inclement Weather    
2. Extreme Cold    
3. Extreme Heat    
4. Wet and/or Humid    
5. Noise X Moderate
6. Vibration    
7. Atmospheric Conditions (dust/fumes/etc.)    
8. Moving Mechanical Parts    
9. Electric Shock    
10. High, Exposed Places    
11. Radiant Energy    
12. Explosives    
13. Toxic or Caustic Chemicals    
14. Other Risks X Aware of the potential hazards of working around equipment.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

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