Administrative Assistant

The Castleton Energy Center in Castleton-on-Hudson, New York, is a 72 MW combined-cycle power plant using gas and steam turbine technology to generate reliable electricity. The facility utilizes waste heat to improve efficiency and support regional energy needs. The Lockport Cogeneration Facility in Lockport, New York, is a 198 MW combined heat and power facility supplying electricity and process steam to its host facility.

Opportunity Summary The Administrative Assistant is based at Castleton Energy Center and provides administrative and business support for the facility, with occasional support provided to Lockport Cogeneration Facility as needed. Reporting to the Business Manager, this position assists with accounting, purchasing, vendor coordination, recordkeeping, purchase order documentation, invoice processing and tracking, and maintaining accurate business records.

Your scope of responsibility as the Administrative Assistant includes the following primary functions: Provide administrative and business support for Castleton Energy Center, assisting the Business Manager with accounting, purchasing, vendor coordination, and daily administrative activities, while providing occasional support to Lockport Cogeneration Facility as needed. Receive, review, record, route, and track NAES and vendor invoices, following up on approvals, discrepancies, and payment issues as needed.

Maintain accurate purchase order and accounting records, including requisitions, POs, invoices, receipts, purchasing commitments, and supporting documentation. Process and track invoices and purchasing activity through applicable accounting, ERP, and CMMS platforms, including Maximo, and assist with budget variance and purchasing commitment reviews. Support procurement by preparing and tracking requisitions and purchase orders, expediting orders, coordinating with vendors, and resolving receiving, shipment, pricing, and invoice discrepancies.

Maintain organized electronic and paper records, including vendor information, insurance certificates, operational records, procedures, work orders, accounting documentation, and other controlled records. Coordinate with vendors and service providers regarding purchasing, deliveries, documentation, invoices, and account-related matters. Track fuel deliveries and maintain related data, invoices, records, and supporting documentation.

Assist with HR, training, and compliance administration, including new hire documentation, training records, permits, regulatory records, reports, audits, and inspections. Support plant operations and outages through scheduling, inventory tracking, vendor coordination, meeting documentation, and other administrative activities. Prepare correspondence, reports, records, and other documentation for the Business Manager, plant personnel, vendors, and management, and perform other related duties as assigned.

Perform additional administrative, accounts payable, HR, operational support, or employee event tasks as assigned by the Administrative Manager, including occasional support for Lockport Cogeneration Facility as needed. NAES Safe Safety is a core value at NAES, and as a condition of employment, all employees are expected to remain mentally alert and work safely at all times. Employees must also adhere to all safety warnings and posted signs while on company property.

Additionally, they are required to follow all NAES safety rules and procedures. Adherence to these safety responsibilities is one of the key factors in the evaluation of each employee’s performance. Working Relationships The Administrative Assistant reports to the Administrative Manager and may take general direction from plant management. Additionally coordinates with all plant personnel relative to the accounting, human resources, and administrative processes.

Physical Requirements and Working Conditions Work is primarily performed in an office environment. However, as the facility is a power plant, there may be occ