#WeAreONEOK – Fortune 500 company. 100+ years in business. Leading midstream service provider. Safety first. Sustainable operations. Environmentally responsible. Employee focused.
JOB SUMMARY
We are looking for an Administrative Specialist II who sees administrative support as more than completing tasks and is excited about improving how work gets done. This role is ideal for someone who combines organization and attention to detail with initiative, technology, problem-solving, and strong collaboration to streamline processes and provide meaningful support to our teams.
Job Profile Summary
Provides administrative support for operational and/or field activities. Responsible for preparing reports, maintaining records, processing invoices, and assisting with departmental projects. Acts as a resource for administrative processes, ensuring efficiency, consistency, and compliance with organizational policies. Works with minimal supervision and collaborates with various teams to optimize workflows and support departmental objectives.
Essential Functions and Responsibilities
- Administrative Coordination & Accounting:
- Research, compile, and prepare reports or correspondence related to operational, financial, or compliance activities, such as:
- General Accounting: Process invoices for applicable cost centers, update vendor profiles, generate and complete material requisitions, generate and close project AFEs and track costs, to meet GAAP and SOX guidelines.
- Expenditure and budget / forecast tracking.
- Regulatory filings and compliance documentation.
- Performance reporting and audit requests.
- Administer processes for vehicle procurement/registration and Request for Service (RFS) coordination.
- Update and maintain logs, trackers, and databases for compliance, training, and operational data.
- Coordinate travel arrangements for leaders and employees, as needed.
- Prepare check requests.
- Coordinate mail/shipping delivery and collection.
- Responsible for coordinating office cleaning and maintenance.
- Process Support and Communication:
- Provide guidance to field personnel, internal teams, and external stakeholders on administrative processes, such as:
- Handling materials charges and account classifications.
- Maintain district folders and shared drives, ensuring proper organization and retention of documentation.
- Serve as a liaison between field operations and headquarters for administrative and compliance-related matters.
- Event and Meeting Coordination:
- Assist with the preparation and coordination of meetings, training sessions, and safety events, including:
- Booking facilities, scheduling, and ordering supplies or catering.
- Preparing presentations and materials.
- Supporting employee onboarding activities.
- Data Management and Reporting:
- Access, retrieve, and maintain information using various systems, including customizing dashboards and templates for reporting purposes.
- Prepare and reconcile data for reporting purposes, including invoices, time entry, and budget tracking.
- Additional Duties:
- Order and maintain inventory of office supplies.
- Provide ongoing support for departmental audits and special projects.
- Perform tasks related to Department of Transportation (DOT) or other regulatory compliance and safety procedures.
Education
Work Experience
- Experience in use and function of office equipment applicable to position including but not limited to:
- Computers
- Calculators (Tested or demonstrated by position)
- Keyboards (Tested or demonstrated by position
- )Two-way radios (Specified by position)
- Facsimile machine
- Document scanners
- Experience and training related to:
- Spreadsheet and text software such as Excel, Access database, and Word
- Transmission pipeline system operations and related procedures
- AFE’s, completion reports, and related procedures
- Developing and maintaining file systems
- Budget processes/procedures
- Classification of accounts
- ONE Call procedures
- Experience interpreting, compiling, composing, revising, and/or preparing information such as correspondence and reports; policies and procedures; contracts and agreements; and job orders and completion reports
- 1 - 2 years related work experience /
Knowledge, Skills and Abilities
- Knowledge of: Organizational workflows, basic compliance requirements, and operational processes.
- Knowledge of: Standard reporting systems and data entry procedures.
- Knowledge of: Administrative best practices and company policies.
- Ability to: Support the implementation of administrative processes to ensure efficiency and accuracy.
- Ability to: Assist with cross-departmental tasks and support process improvements.
- Ability to: Compile and prepare operational data for reporting purposes.
- Ability to: Communicate effectively with teams and ensure accurate documentation of administrative activities.
- Skills in: Data entry, document management, and basic report preparation.
- Skills in: Intermediate use of office software for data tracking and reporting (e.g., Excel, Word).
- Skills in: Time management, prioritization, and multitasking in a structured environment.
Licenses and Certifications
Strength Factor Rating - Physical Demands/Requirements
- Sedentary Work - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Strength Factor Description - Physical Demands/Requirements
- Standing: Remaining on one's feet in an upright position at a work station without moving about (Occasionally)
- Walking: Moving about on foot (Frequently)
- Sitting: Remaining in a seated position (Constantly)
- Lifting: Raising or lowering an object from one level to another (includes upward pulling) (Occasionally)
- Carrying: Transporting an object, usually holding it in the hands or arms, or on the shoulder (Occasionally)
- Pushing: Exerting force upon an object so that the object moves away from the force (Occasionally)
- Pulling: Exerting force upon an object so that the object moves toward the force (includes jerking) (Occasionally)
- Climbing: Ladders, Stairs (Occasionally)
- Balancing: Maintaining body equilibrium to prevent falling (Occasionally)
- Stooping: Bending the body downward and forward by bending the spine at the waist (Occasionally)
- Kneeling: Bending the legs at the knees to come to rest on the knee or knees (Occasionally)
- Crouching: Bending the body downward and forward by bending the legs and spine (Occasionally)
- Crawling: Moving about on the hands and arms in any direction (Occasionally)
- Reaching: Extending hands and arms in any direction (Constantly)
- Handling: Seizing, holding, grasping, turning or otherwise working with the hand or hands (Manual Dexterity) (Constantly)
- Fingering: Picking, pinching or otherwise working with the fingers primarily (Finger Dexterity) (Constantly)
- Feeling: Perceiving such attributes of objects/materials as size, shape, temperature, texture, movement or pulsation by receptors in the skin, particularly those of the finger tips (Constantly)
- Talking: Expressing or exchanging ideas/information by means of the spoken word (Frequently)
- Hearing: Perceiving the nature of sound by the ear (Frequently)
- Tasting/Smelling: (Occasionally)
- Near Vision: Clarity of vision at 20 inches or less (Constantly)
- Far Vision: Clarity of vision at 20 feet for more (Frequently)
- Depth Perception: Three-dimensional vision; ability to judge distances and spatial relationships so as to see objects where and as they actually are (Frequently)
- Vision: Color - The ability to identify and distinguish colors (Constantly)
Working Conditions/Environment
- Employee is subject to inside environmental conditions
Working Conditions
- Well lighted, climate controlled areas (Constantly)
- Frequent repetitive motion (Constantly)
- CRT (Computer Monitor(s)) (Constantly)
Travel
Driving
- Based on assigned tasks, employee may be assigned a company vehicle requiring the applicable driver's license
ONEOK is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, sex, pregnancy, sexual orientation, age, religion, creed, national origin, gender identity, disability, military/veteran status, genetic information or any other categories protected by applicable law.
The job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of ONEOK.
ONEOK is committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request an accommodation email HRSolutions@ONEOK.com or call 1-855-663-6547.
Expected Salary Range
$51,000.00 - $77,000.00
