Administrative Assistant

NAES; Village of Castleton-on-Hudson (NY); On-site; USD 36,000 - 47,000; Full time

Job summary

NAES Corporation seeks an Administrative Assistant for the Castleton Energy Center in Castleton-on-Hudson, NY. You will provide administrative support to the Business Manager, manage purchasing and invoicing activities, and coordinate with vendors to ensure timely payment and accurate records.

In addition to handling accounts payable and ERP/CMMS entries (Maximo), you will assist with HR, training, and compliance while supporting plant operations and outages as needed.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s preferred.
• Experience in administrative or business support in a fast-paced operational environment.
• Experience with accounts payable and invoice processing.
• Familiar with procurement activities: requisitions, POs, vendor coordination.
• Proficiency with ERP/CMMS systems; Maximo a plus.
• Strong attention to detail and organization.
• Excellent written and verbal communication; able to work with diverse teams.
• Valid U.S. driver’s license required.

Responsibilities

• Provide administrative support for Castleton Energy Center and assist the Business Manager with accounting, purchasing, vendor coordination, and daily administrative activities.
• Receive, review, record, route, and track NAES and vendor invoices; follow up on approvals and discrepancies as needed.
• Maintain accurate purchase orders and accounting records (requisitions, POs, invoices, receipts, documentation).
• Process and track invoices and purchasing activity through ERP/CMMS platforms, including Maximo; assist with budget variance reviews.
• Support procurement by preparing and tracking requisitions and POs, expediting orders, and resolving discrepancies.
• Maintain organized vendor records, insurance certificates, and other controlled documents.
• Coordinate with vendors on purchasing, deliveries, invoices, and account matters.
• Track fuel deliveries and related data and documentation.
• Assist with HR, training, and compliance documentation and audits.
• Support plant operations and outages via scheduling, inventory tracking, and meetings.
• Prepare correspondence and reports for the Business Manager and stakeholders; perform related duties as assigned.
• Occasionally support Lockport Cogeneration Facility as needed.

Skills

Accounts payable

Invoice processing

Purchase orders

Vendor coordination

Procurement

ERP systems

Maximo

Recordkeeping

Attention to detail

Time management

Communication

Driver's license

Education

High school diploma or equivalent

Associate or bachelor’s degree in business/related field

Tools

Maximo

Job description

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

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.