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Refinery Administrative &Training Assistant

Description:

The Refinery Administrative and Training Assistant provides administrative support to the Refinery Manager, the administrator for the Learning Management System (LMS), and provides other administrative support to the refinery.
Responsibilities may include :
Administrative Assistant Duties :
Executes administrative duties in support of the refinery manager and the refinery including preparing correspondence, ensuring travel authorizations are completed, making travel arrangements, credit card authorizations are completed, coordinating meetings and events, document filing, and conference room scheduling.
Maintains office supplies for Refinery Manager s cabinet, RLT refrigerator, central mailroom/admin office supply cabinet; including postage meter, copy machine, and paper supplies, and supplies for capital group, TA group, and operations team in the ROC.
Maintain mailroom, including the post office accounts (4), and Pitney Bowes machine.
Ensures reliable operation of MFD machines including service calls, restocking supplies, and troubleshooting errors.
Restocks break room supplies for the admin building with oversite of the coffee supply orders for the entire refinery.
Coordinates and submits check requests for administrative support of refinery.
Orders and tracks subscriptions & publications for Refinery Manager s office.
Maintains calendars & vacation schedules for RLT, including completing delegation of authority documentation for all RLT absences.
Ensures through auditing, personal investigation and supervision that company policies, refinery policies, laws and regulations are followed, specifically with regards to expense reporting.
Conducts a monthly audit of all OT meals from the prior month. Reporting results, any anomalies, or policy violations to Refinery manager and RLT.
Monitors Refinery pool vehicles to ensure reservations for Refinery Manager and Director of Public and Government Affairs needs, cleanliness and fueled for executive visitors, and maintained for daily usage.
Oversees janitorial service for all buildings/trailers outside the fence
Training Assistant Duties :
Administrator of the Learning Management System (LMS) for company-wide development courses. This includes creating courses in the LMS, monitoring enrollments and the training calendar, running reports, and other system administration activities.
Enter, file and maintain training records for all employees.
Create reports for employees, supervisors, and managers from LMS, including course lists for attendance review.
Research records and files for managers, supervisors, internal and external audits, etc.
Provides logistics support for the courses/training, which includes:
Scheduling courses with trainers
Reserving training rooms (on and offsite)
Enrolling employees
Communicating with vendors
Ordering materials and catering
Distributing pre-work to participants
Available to provide support on day of training sessions. Ensure class is set up properly.
Administrator for MobilOps for operations department.
Operations unit seniority monthly review meeting scribe. Publish updates to Training webpage.
Qualifications
Basic/Required :
Legally authorized to work in the job posting country
High School Diploma or GED equivalent
5 years of relevant administrative assistant experience
Possess a valid Driver s License
Possess or be able to obtain a Transportation Worker Identification Credential (TWIC) card
Proficient in Microsoft Office
Ability to compose business correspondence, develop spreadsheets, and prepare reports
Preferred :
Associates degree in office administration or equivalent
Direct experience with a Learning Management System
Direct experience with administrative responsibilities for a large organization
Proficient in SAP
Strong communication skills (written and verbal) with all levels of the organization, as well as vendors, and the public
Excellent planning, organizational and analytical skills
Strong business acumen and understanding of business value
Excellent verbal and written communication skills,
Strong attention to detail with the ability to produce error-free work
Experience with coordinating events
Ability to plan events and activities
High proficiency in LiveLink, SAP, and other computer skills
Discretion in working with highly confidential matters and materials
Competencies
At Phillips 66, while "what" we do may be very different from person to person, there's a "how" that connects all of us. It is how we work, how we collaborate and how we succeed together. It's this shared "how" that our competency framework describes in detail. We call it the Keys to Success because it can unlock the potential within us all.
Keys to Success
Contr: Adaptability Adapt And Learn From Experience
Contr: Building Collaborative Relationships Foster Relationships
Contr: Judgment Demonstrate Sound Judgment
Contr: Results Orientation Optimize Work Performance
The Ferndale Refinery is located in Ferndale, WA which is located on Puget Sound, about 20 miles south of the U. S. - Canada border. The refinery processes about 105,000 barrels per day of oil and is a high conversion facility allowing optimized utilization of feedstock. The refinery includes Clean Gasoline and Ultra-Low Sulfur Diesel units providing emissions friendly products to meet today's stringent standards. Providing a safe and environmentally responsible workplace as well as having a positive impact on the local communities are management priorities. Operations are run 24 hours per day, seven days per week.

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