PTS Advance has a long term contract for an Administrative Assistant at a bay area refinery in California.

Under the general direction of the Maintenance Documentation Specialist, the Administrative Assistant performs administrative tasks in support of the Maintenance Document Specialist, Superintendents and Supervisors. This role is primarily responsible for performing the document preparation and scanning tasks. These tasks are performed within all DMS. This role is vital in initiating the imaging process and obtaining our conversion objectives. Is responsible to scan, organize, and archive equipment records and place in Livelink, file documents, maintain documentation retention and control, and performs other miscellaneous administrative duties as required. Assures documentation complies with applicable Refinery retention code. 

 PRINCIPAL ACCOUNTABILITIES:

• Takes ownership for safety of assigned work area
• Performs data entry into the Computerized Maintenance Management System (SAP)
• Organizes and archives equipment records and documents located in file cabinets 
• Selects and scans hard copy documents for scanning into the Document Management System (Livelink)
• Attach Central Records Livelink webpage to corresponding equipment in SAP

• Uses alphabetical and numerical systems to organize paper and electronic records documents.
• Checks paperwork, digital forms, and files, updating or correcting documentation as needed.
• Updates filing systems and devises new filing and organizational and storage systems for data and documents as needed.
• Secures and protects the privacy of documents.
• Scans paper documents and verifies that scanned documents are clear and legible.
• Processes requests for files and data.
• Discards documents when required in accordance with retention schedule.
• Operates office equipment.
• Looks for ways to improve filing systems and designs forms and templates for data entry.
• Types and performs data entry.
• Checks and corrects documentation and placement of previously filed documents.
• Other administrative duties as required.

QUALIFICATION STANDARDS and REQUIREMENTS:

• Demonstrates strong organizational skills.
• Self-motivated, proactive, creative, results oriented, strong attention to detail.
• Strong interpersonal and communication skills. Able to interact with all levels, diverse groups, and people.
• Integrity, discretion, and respect for confidentiality and privacy
• A dedication to preserving information and materials
• Adept typing, word-processing, and data entry skills
• Ability to read and understand a wide range of materials
• Proficient in the use of a Personal Computer on a Local Area Network.
• Computer skills required: Excel, Word, Outlook, Power Point, Adobe, Shared file, and Livelink. Ability to learn SAP, MS Access
• Proficient in speaking, reading, and writing English
• Ability to type 30 words per minute
• Ability to lift 20 pounds to shoulder level
• High School Diploma Required