Compliance & EHS Administrative Assistant

primary purpose for Compliance & EHS Administrative Assistant:

• Provide support services to the various groups contained in the EHS and Compliance department.

Essential duties and responsibilities:

• Maintain compliance program files (including original signature copies of policies, procedures, etc.) and ensure proper formatting is performed, signatures are obtained, and completed documents are scanned and filed.

• Act as Standards Committee Administrator

:• Attend and participate in monthly Standards Committee meetings, to include preparing agendas and minutes and obtaining signatures for applicable documentation. Follow the established documentation process when making modifications.

• Prepare initial drafts of standards modification requests for review and completion by compliance staff

.• Review final drafts of policies and procedures for compliance with documentation standards (versioning, highlights, effective date, etc.) prior to issuance

.• Communicate all monthly deadlines, company-wide notifications, and updates via e-mail. Coordinate calendar and meeting location details within Standards Committee.• Upload compliance evidence (e.g., PHMSA correspondence) in designated locations.• Extract reports from compliance systems when requested (ISN, EnergyWorldnet, etc.).• Receive compliance evidence / reports and prepare record copy PDFs to support compliance.• Perform new user set-up for compliance applications (EWN and ISN). Maintain current users in both EWN and ISN to ensure training and operator qualifications tasks are completed. Assign tasks and relevant Computer-Based Trainings and Performance Evaluations at employee manager’s discretion.• Maintain documentation standards used to prepare compliance documentation; ensure the documentation guidelines are kept current. • Manage all necessary documentation for EHS/Compliance Fleet vehicle including maintenance, fuel receipt reconciliation.• Manage travel arrangements including airfare, lodging, and incidental cost reporting.• Arrange catering for planned large events and meetings such as audits, annual company meetings, etc.• Corporate credit card reconciliation and record-keeping including receipt collection, coding through appropriate channels/AFEs, and payment collection.• Follow established retention procedures for compliance documents.• Accurately perform assigned work in conformance with direction provided and in a timely manner.• Prepare routine correspondence for Compliance Manager regarding PHMSA directives (Certified Mail), along with all departmental mail/UPS/FedEx/Certified mail requests.• Order and maintain necessary office supplies and materials.

JOB REQUIREMENTS:

Minimum requirements:

• Must be able to work with a team, take direction from management, adhere to required work schedules, focus attention on details, and follow work rules.• Ability to successfully perform multiple tasks with strict deadlines.• Ability to organize and prioritize daily work.

Education:

• Bachelor’s degree from an accredited institution.• A minimum of two (2) years’ direct work experience in administration may be considered as a substitute for a degree.