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Administrative Assistant, IT

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Administrative Support
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18000559 Requisition #
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POSITION OVERVIEW
Provide executive assistance to the Vice President, CIO and administrative support to members of the Information Technology team in order to facilitate the efficient operations of the Information Technology Department.
 
KNOWLEDGE
  • Strong knowledge of MS Office Suite (Word, Excel, PowerPoint, Adobe Acrobat Professional), SharePoint, and Documentum. 
  • Prefer some exposure to Oracle Applications (AP and Procurement)
  • Knowledge of office management principles, methods, and procedures.
  • Familiar with scanning devices and PDF files.
  • Aware of sorting/filing techniques and records retention policies and schedules to maintain accurate records.
  • Knowledge of travel rules and policy to complete travel expense claims.
 
RESPONSIBILITIES AND ESSENTIAL DUTIES
  • Answers, screens, and transfers inbound telephone calls to appropriate parties or take messages in a professional and pleasant manner.
  • Proactively maintains business schedules by planning and scheduling meetings both domestically and internationally, including conferences, teleconferences, and travel.
  • Creates requisitions and receipts for the Infrastructure and Applications teams.
  • Coordinates the creation and submission of eRFA’s as required
  • Assist with month end close process to ensure all receipts are entered and accruals are submitted by providing open items and invoice hold reporting.
  • Provide invoice support for IT’s monthly PCard statement submission
  • Assist with tracking and notifying parties of software purchases and renewal dates
  • Assist in tracking and notifying parties of auto renewal requirements
  • Provide support for software compliance reviews
  • Produces information by transcribing, proofreading, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Coordinates/assists with luncheons, room preparation and materials needed for executive meetings and project schedules.
  • Builds solid relationships internally and externally to complete required work.
  • Handles issues with a high degree of confidentiality and accuracy.
  • Acts with good judgment and is a team player with the ability to meet deadlines.
  • Performs off-site errands in support of departmental tasks, as needed.
  • Maintains a flexible and adaptive schedule (e.g. start early or stay late if required to complete work).
  • Prepares and processes expense reports, codes invoices and maintains files and spreadsheets
  • Opens, sorts, and distributes incoming correspondence, including faxes and email.
  • Provides general office duties, such as ordering supplies, maintaining contact lists, and creating binders.
  • Ensures written materials prepared and reviewed are complete, concise, and error-free.
  • Provides assistance with special projects, as needed.
 
QUALIFICATIONS (EDUCATION, EXPERIENCE AND SKILLS)
  1. Education and Certifications: High School Diploma or equivalent required; Bachelor’s Degree preferred.  An equivalent combination of education and experience may be accepted.
  2. Experience:  Four (4) years of applicable experience is required.
  3. Skills: 
  • Excellent communication skills, both written and verbal with the ability to work with all levels of management and employees.
  • Strong and effective organizational skills, attention to detail and ability to handle multiple tasks.
  • Effective time management skills.
  • Proficiency in MS Office Suite, SharePoint and Documentum. 
  • Exposure to Oracle Applications
  • Ability to work under pressure and to maintain efficiency and composure.
  • Commitment to participatory management and a strong service orientation.
  • Strong interpersonal skills with an ability to establish and maintain cooperative and harmonious working relationships with a variety of other support and operational departments.
 
DIRECT REPORTS
No direct reports.
 
FREEDOM TO ACT
  • This position does not require supervision over other personnel
 
WORK CONDITIONS
  • While performing the duties of this job, the employee is regularly required to sit; use hands; and talk or hear.  The employee is occasionally required to stand; walk, reach with hands and arms; climb or balance; stoop, kneel or crouch.
  • Job is performed in a typical office environment, but is subject to time pressures and constraints, and is also dependent on input from others
  • Often exposed to stressful situations.
  • Subject drug and alcohol testing, per applicable federal regulations.
 
ADA JOB REQUIREMENTS
Reasonable accommodations will be made to ensure that the essential functions of the job can be performed and will not hinder the employee's performance due to a physical, mental or emotional disability.
 
EQUAL EMPLOYMENT OPPORTUNITY
Cheniere Energy is an equal opportunity workplace. All employment decisions are made without regard to sex, race, color, religion, national origin, citizenship, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected categories. This includes providing reasonable accommodation if requested for disabilities or religious beliefs and practices.

 

 

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