Senior Administrative Assistant

Talentify; Dallas (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical Insurance

Paid Time-Off

401(k) Retirement Plan with match

Educational Reimbursement

Parental Bonding Time

Employee Discounts

Job summary

HF Sinclair is seeking a Senior Administrative Assistant to deliver advanced administrative support across the department and assist in technical support of operations. The role involves preparing complex documents, coordinating mail, schedules, and purchases, and maintaining records with strict accuracy.

Ideal candidates have five years of on-the-job experience, strong organizational and communication skills, and proficiency in Word, Excel, Access, and payroll/purchasing systems.

Qualifications

• Requires five years of on-the-job experience; some refinery locations may require related experience.
• Strong command of word processing, databases, spreadsheets and related software; familiarity with payroll and purchasing systems.

Responsibilities

• Provide advanced administrative support to department operations.
• Process and distribute complex correspondence, reports, invoices, and documents.
• Manage daily office tasks: faxes, copying, filing, travel arrangements, and scheduling.
• Coordinate mail, couriers, and deliveries; maintain supplies and equipment.
• Prepare, analyze data and generate reports as needed.
• Support inter-department coordination and project communications.
• Research and implement administrative policies and procedures.
• Edit and design presentations, brochures, newsletters and charts.
• Respond to complex inquiries; screen calls for management.
• Maintain document control and record keeping; back up other staff.

Skills

Word processing

Database

Spreadsheets

Access

Payroll systems

Purchasing systems

Office management

Organization

Communication

Time management

Analytical skills

SAP

EMPAC

Education

High School Diploma or equivalent

Associates Degree preferred

Tools

SAP

EMPAC

Job description

Basic Function

HF Sinclair is looking for a Senior Administative Assistance who provides advanced administrative support and assists in the technical support of department operations.

Job Duties

• Prepares and may distribute complex correspondence, reports, studies, forms, invoices, and documents
• Performs daily office support responsibilities (i.e. faxes, copying, filing, labeling, typing, travel arrangements, etc.)
• Processes all department mail (i.e. incoming and outgoing courier, overnight packages, certified mail, etc.)
• Schedules meeting and conference rooms
• Coordinates, orders and manages office supplies and materials as required to support maintenance or other assigned department activities, ensuring smooth operations and accuracy of orders, meeting delivery requirements, and reconciling invoices and delivery receipts
• Compiles and analyzes data, making calculations and preparing reports as requested
• Coordinates work between departmental units and departments; communicates department project information or any other requests
• Develops administrative policies and procedures as required; may research technical and policy issues and assist in the implementation of recommendations
• Researches, designs, and/or edits presentations such as brochures, newsletters, forms, manuals, reports and charts
• Responds to complex inquiries concerning the company or department and screens calls for department management
• Prepares, interprets and distributes information
• Performs duties as department document and record control coordinator including coordinating and maintaining record keeping and filing systems
• Acts as backup for other administrative staff

Other duties may include some or all of the following:

• Participates in the development, monitoring and justification of the budget
• Administers collection of company fuel registration and customer certificates
• Verifies and processes expense statements
• Tracks absenteeism, vacation time, overtime, call out opportunity and other related personnel scheduling and may process Payroll timesheets. Review unauthorized time with Supervisor and if applicable schedule in timekeeping system along with other off-times
• Organizes vacation scheduling for hourly and salaried employees
• Conducts procurement reviews to ensure policies are followed, providing overall contract management such as expiring contractor notifications, renewals and the like
• Monitors assets as assigned by manager/supervisor
• Provides IT training logistics and administer department on-boarding process
• Manages vehicle fleet license and registration
• Maintains accurate record keeping for Purchase/Expense reconciliations, and coordinate with Materials Management to develop new supply ordering/purchasing numbers
• Performs exception time reporting for payroll, by inputting and reviewing special assignment or overtime requirement work schedules, printing and distributing bi-weekly schedules, and auditing vacation and sick time

Special assignments or tasks assigned to the employee by their superior, as determined from time to time in their sole and complete discretion.

Experience

A minimum of five years of on-the-job experience is required, some locations require related experience within a refinery.

Education Level

A minimum of a High School Diploma or equivalent is required. PREFERRED EDUCATIONAL LEVEL: An Associates Degree is preferred.

Required Skills

Strong word processing, database, spreadsheet and other applications skills including Access, Payroll and Purchasing Systems depending on assignment. Ability to write programs within Access required at some locations. Knowledge of office management principles and practices and administrative procedures. Advanced organization skills required. Ability to implement new systems and procedures and to evaluate their effectiveness; supervise others; and effectively interpret plans and procedures. Team player, self starter, independent worker, good time management and analytical skills and priority setting ability. Ability to effectively communicate with others, both in written and verbal communication; to work independently and perform basic mathematical calculations. Basic reading and writing skills. PREFERRED SKILLS: Working knowledge of SAP and EMPAC.

Supervisory/Managerial Responsibility

None.

Work Conditions

Office based with up to 5% travel by land required. Subject to varying road and weather conditions

Benefits

HF Sinclair offers a comprehensive benefits package designed to support the well-being of our employees and their families. Our benefits include, but are not limited to, the following:

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Paid Time-Off
• 401(k) Retirement Plan with match
• Educational Reimbursement
• Parental Bonding Time
• Employee Discounts

We are committed to fostering a supportive and inclusive work environment, ensuring our employees have the resources needed to thrive professionally and personally. Benefit eligibility is governed by official plan documents, for more details visit Total Rewards.

Physical Requirements

Job conditions require standing, walking, sitting, twisting, stooping, crouching, kneeling, talking or hearing, making precise hand and finger movements, reaching or grasping. Job conditions may require making visual inspections, lifting and/or carrying up to 25lbs, pushing and/or pulling up to 25lbs, climbing up to 3ft, working in confined spaces, and perceiving color differences.

Our One HF Sinclair Culture:

At HF Sinclair, we are united through our One HF Sinclair Culture, which is underpinned by our five core values of Safety, Integrity, Teamwork, Ownership and Inclusion. Developed to empower our people, our five core cultural values are at the heart of everything we do and extend to how we engage our stakeholders. These values influence our decisions, shape our behaviors and keep us connected across the entire organization. We maintain a true Safety culture for our employees, communities, environments and customers. Our goal is to make sure everyone returns home safely each day. We have a long-standing commitment to Integrity and ethical behavior and do what is right for our employees, investors, communities and the environment. We encourage employees to Step Up and Stand Out by championing a culture of Teamwork and Ownership. We foster a culture of Inclusion by encouraging diversity of experiences, viewpoints and backgrounds. What makes each of us different, together makes us stronger.

About HF Sinclair Corporation

HF Sinclair Corporation, headquartered in Dallas, Texas, is an independent energy company that produces and markets high-value light products such as gasoline, diesel fuel, jet fuel, renewable diesel and lubricants and specialty products. HF Sinclair owns and operates refineries located in Kansas, Oklahoma, New Mexico, Wyoming, Washington and Utah. HF Sinclair provides petroleum product and crude oil transportation, terminalling, storage and throughput services to our refineries and the petroleum industry. HF Sinclair markets its refined products principally in the Southwest U.S., the Rocky Mountains extending into the Pacific Northwest and in other neighboring Plains states and supplies high-quality fuels to more than 1,750 branded stations and licenses the use of the Sinclair brand to more than 350 additional locations throughout the country. HF Sinclair produces renewable diesel at two of its facilities in Wyoming and also at its facility in New Mexico. In addition, subsidiaries of HF Sinclair produce and market base oils and other specialized lubricants in the U.S., Canada and the Netherlands, and export products to more than 80 countries.

Equal Opportunity Employer

HF Sinclair Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other prohibited ground of discrimination.