Office Manager

Petro Star Inc.  Our Valdez Refinery, operating since 1993, is the newest refinery in the U.S. Today the refinery processes 60,000‑bbl/day producing ultralow sulfur diesel, heating fuel and jet fuels for Alaska’s South Central and South West regions.

Under the direct supervision of the Refinery Manager, this position provides administrative support for the Manager and Supervisory staff.  In addition to typing, filing and scheduling, performs position duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating mailings, working on special projects, answering non-routine correspondence and assembling confidential and sensitive information. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize the diversified workload.

• Office management duties.
• Maintains confidential records and confidential correspondence.
• Prepares spreadsheets and charts.
• Types and proofreads correspondence, reports, manuals and forms.
• Codes operating and capital expenses for Plant Manager’s approval.
• Develops and provides operating and capital expense reports to assist the Plant Manager in budget management.
• Assists Plant Manager in preparing annual capital and expense budget.
• Oversees building custodial and uniform supply contracts.
• Orders supplies and maintains supply cabinets.
• Coordinates office machine maintenance and repairs.
• Develops and maintains filing system.
• Operates fax/scanner.
• Processes incoming/outgoing mail.
• Alaska driving license required:  Will pick up and deliver mail to/from town.
• Ability to work required work schedule.
• Publishes shift schedule and crew makeup and PTO schedule.
• Assists with insurance questions and claim filing
• Manages the Purchase Order System/CMMS program.
• Tracks AFE Capital Projects and closes AFEs
• Maintains open communication with corporate accounting
• Creates and administers budgets and schedules for all annual plant events.
• Creates and schedules individual employee recognition days.
• Administers the donation and advertising budget.
• Creates all initial and final employee SARFs.
• Updates Government Quality Control Manual.
• Collects and ensures time sheets prepared correctly and forwards to accounting
• Works with Inventory Control Specialist to ensure invoices, purchase orders, freight and delivery are complete before payment.
• Aids Plant Manager in scheduling random drug screens.
• Collects, reviews and mails all P Card packets to corporate office
• Updates and Post all federal and state permits and documents required by law.
• Updates manuals and forms
• Schedules, coordinates and prepares forms for initial and annual employee physicals and Respirator Fit Test.
• Administrates building janitorial contract/ orders and tracts FRC’s for employee
• Consistently supports the plant manager in his goals and objectives.

ASRC’s Core competencies include Leading Self, Leading People and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies please contact the HR Department and reference the ASRC Leadership Framework.

Customer Focus

• Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Drive for Results

• Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.  

Problem Solving

• Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.

Time Management

• Uses time effectively and efficiently, concentrating his/her efforts on the more important priorities.

1. High school diploma or GED required.  College study preferred but not required.
2. Administrative work experience of at least five years required.
3. Must have experience in accounting, including accounts payable and budget.
4. Previous experience with a variety of office equipment such as photocopiers, scanners, faxes, computers and e-mail and use of Microsoft Office Outlook, Word and Excel required.
5. Notary Public preferred.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees or customers.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel.  The employee is occasionally required to stand, walk, climb or balance.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.   Specific vision abilities required by this job includes the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is in a busy office setting.  The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions and may be required to travel in small and large commercial aircraft.

NOTE:  This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements.

Petro Star Inc., a division of ASRC, is a drug free workplace and pre-employment drug testing is part of the hiring process.

ASRC and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status, age or any other legal protected status.  EOE:  M|F|D|V

Petro Star Inc. is the refining division of Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act.

ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.