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Administrative Assistant
Ref No.: 18-08381
Location: White Plains, New York

Project Overview:
  • This role will support the client's Fuel Supply & Operations department.
  • The team is looking for a dynamic individual whose skillset match the job description.
  • The assistant will have the opportunity to understand fueling cycles and streamline information and metrics within the energy unit.
  • Excellent starting role who can work independently and responsibly under a challenging schedule.

Functions and Responsibilities:
  • Provide support in reviewing, reconciling and verifying vendor supply and transportation invoices for payment allocation purposes in conjunction with colleagues.
  • Participate in the scheduling and confirmation of natural gas and/or oil deliveries on a daily (and "24/7” rotational) basis and help resolve fuel supply and delivery problems, as required.
  • Assist in the preparation of month-end accruals and monthly summaries of invoices/payments for the Accounting Department.
  • Assist in the review and verification of financial settlements for fuel and transportation for payment (and/or vendor billing) purposes in collaboration with colleagues. Prepare and distribute summary reports of monthly financial settlements.
  • Prepare regular and ad hoc reports.
  • Help maintain information management systems (e.g., "FMS” integrated database system and EXCEL spreadsheets) and departmental documents/records in an audit ready state.
  • Help calculate, and track daily/monthly delivered gas volumes by pipeline, LDC (e.g., Client and Client) and generating facility, including fuel consumption, gas imbalance volumes and oil inventory.

  • Great customer service skills
  • Must be able to work independently and responsibly
  • Excellent speaking and communicating skills
  • Extremely proficient in Microsoft Excel.
  • Good analytical ability and numbers comprehension required.
  • Basic experience in maintaining books and financial recordkeeping – i.e. debits/credits.
  • General understanding of the economic impact of decisions within the incumbent's scope of authority required.
  • Ability to interface and communicate effectively with stakeholders both inside and outside the organization required.
  • Ability to use fully integrated data base systems such as the "FMS” system and pipeline Electronic Bulletin Board ( "EBB”) systems, including software programs (i.e., Microsoft Excel and Word) required.

Education and Certifications:
  • A Bachelor's Degree preferred in Business Administration, Finance, Accounting, Math, or related discipline.
  • An Associate's Degree in Business Administration, Finance, Accounting, Math, or related discipline maybe considered if individual demonstrates experience or competencies.

Work Schedule:
Training Schedule:
2-week period Monday through Friday

Proposed work schedule:
  • Friday: 1:00 P.M. – 11:00 P.M. (10 Hours)
  • Saturday: 9:00 A.M. – 11:00 P.M. (14 Hours)
  • Sunday: 9:00 A.M. – 11:00 P.M. (14 Hours)
  • Monday: 8:00 A.M. – 4:00 P.M. (8 Hours)