Purpose:

Function:

The Projects Group Administrator organizes, helps to administer, and monitors all aspects of varied multi-discipline, international projects with a ranging degree of complexity.  This position is based in the Norman office assisting the Projects Sales Manager and other appropriate technical professionals and administrative personnel as required for the project.  This position may involve travel to client locations.

• Receives varied requests from clients ranging from training for complex workforce development projects, to maintenance reviews, to development of learning guides.
• Develops proposals including pricing, scheduling and instructor resourcing.
• Maintains spreadsheet to monitor all requests and responses to date.
• Administers the development, implementation and coordination of many projects concurrently.
• Establishes client relations and is involved with contractual preparation and documentation in conjunction with other staff.
• Independently coordinates the work of engineers and contractors and balances the project team throughout the entire project's development and through the post-completion stages.
• Is responsible to track the progress of the projects, and coordinates and adjusts the work effort with the team to ensure that the work is completed within the agreed schedule.
• Assists the Project Sales Manager to monitor budgets and keep track of budget spent.
• Supports the project by facilitating project logistics such as meetings and conference calls as needed.
• Maintains project management software that monitors progress of the project.
• Is engaged in implementing and improving supervisory skills as needed for project management.
• Provides Administrative support directly to Project Director and/or Project Manager for assigned projects.  This could include document control, scheduling, monitoring task progress, and collecting financial information.
• Assists with 2-5 projects simultaneously depending on complexity and time requirements.
• Works closely with Publishing, Accounting, Instructors and other JMC departments as projects require.
• Takes meeting minutes and action items during meetings and performs basic follow-up as required.

Preferred

Integrity & Trust

• Can present the unvarnished truth in an appropriate manner
• Keeps Confidences, Promises, & Commitments

Customer Centric Focus

• Seeks Customer Feedback & Uses for Improvement
• Dedicated to Exceeding the Expectations of Internal & External Customers
• Seeks to Gain Acceptance for Solutions
• Can Win Concessions w/out Damaging Relationships

Initiative

• Seizes opportunities when they arise
• Achieves goals beyond job requirements

Results Oriented

• Consistently Maintains High Levels of Activity/ Productivity
• Pushes Self & Others for Results

Adaptability/Flexibility

• Is Adaptable
• Can Use Different Skills Depending Upon the Situation
• Adapts Well to Changes in priorities

Problem Solving Skills

• Looks Beyond the Obvious & Doesn't Stop at the 1st Answer
• Probes Multiple Sources for Answers

Organizational Skills

• Can Orchestrate Multiple Activities at Once to Accomplish Goals
• Can Marshal Resources (people, funding, material, support) to get things done
• Anticipates & Adjusts for Problems & Roadblocks
• Accurately Scopes Out Length & Difficulty of Task/Projects

Time Management

• Uses Time Effectively & Efficiently
• Displays Sense of Urgency

Leadership

• Demonstrate leadership skills within a team environment
• Act as a role model
• Maintain organizational discipline
• Demonstrate responsibility, trustworthiness, action-orientation in difficult situations

Influencing Skills

• Can Win Concessions without Damaging Relationships
• Gains Trust Quickly
• Displays a Good Sense of Timing

Motivating Others

• Invites input from others
• Shares ownership & visibility
• Motivates others by assessing their hot buttons

Teamwork

• Shares wins and successes
• Fosters open dialogue
• Creates a feeling of belonging in the team

Conflict Resolution

• Reads situations quickly
• Faces conflict as opportunity
• Uses appropriate interpersonal style to reduce tension
• Builds constructive relationships with all kinds of personalities
• Seeks common ground & gains cooperation

Preferred

• 5 years of work experience in project coordination or similar type of work

• Project Management experience
• Knowledge of engineering terms or previous work experience in engineering environment
• Knowledge of contracts, timesheets, and/or invoicing processes

Preferred

High School Diploma or GED

BS or BA Project Management or Business/Marketing

Preferred

• Desktop or laptop
• MS Suite
• Adobe
• Scanning Software
• Desk Phone
• TMS
• Contract Software
• Object Accounting & ExpensAble
• PetroSkills Log-in
• Axiom

Special

• Adequate office with privacy consistent with security sensitivities

• Will require periodic travel and occasional availability to communicate 24/7
• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Specific vision abilities required by this job include close vision and 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.

Given

Senior Sales Manager

None

*May hire 1 classification below or above based on degree, experience, and skill set. 

Typical/Essential Duties:

• Prepares monthly financial reports and various related statements that reflect the department's financial condition.
• Coordinates activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.
• Evaluates and verifies employee performance through the review of completed work assignments and work techniques.
• Performs cash management function by reconciling cash and investments· 
• Supervises the departmental accounting function and coordinates the completion of periodic financial statements and record keeping.
• Ensures that records for internal and external audits are prepared.
• Maintains records, prepares reports, and composes correspondence relative to the work.
• Develops guidelines for the maintenance and reconcilement of financial and investment data; maintains and reconciles the more difficult control records of such financial data as expenditures, allotments, receipts, and encumbrances.
• Designs, revises, and/or implements accounting systems and procedures in accordance with accounting principles and theories.
• Develops guidelines to effect adjustments to formal accounting journals, ledgers, and other records to strict accordance with accounting principles and theories.
• Conducts surveys to prepare recommendations for improvements, controls, new methods, and other changes to improve the efficiency of an accounting system.
• Reviews and prepares financial statements and accounting reports for departmental management and executive management.
• Conducts cost studies and installs cost allocation plans.
• Reviews budgets and prepares budget documents.
• Formulates cost classification systems; develops guidelines to assessing cost classifications to expenditures.
• Performs related work as assigned.
• Monitors the billing, collection, and processing of company accounts (income and principal).
• Monitors and reviews the reconciliations.
• Review performance data (financial, sales and activity reports) to monitor and measure productivity, goal progress and activity levels
• Plan, direct and co-ordinate the operations of accounting department.
• Manage staff for optimum performance.
• Determine staffing requirements
• Supervise direct reporting staff according to overall company policy
• Set employee goals and objectives
• Provide training to new and existing staff as needed.
• Handle personnel issues relating to staff conflicts, absenteeism, performance issues, etc.
• Work with each direct report to establish goals and objectives for each year and monitor and advise on the progress to enhance the professional development of staff.

Preferred

• Bachelor's degree in accounting

• Possession of a Certified Public Accountant Certification (CPA) preferred.

Preferred

Customer Centric Focus

• Seeks Customer Feedback & Uses for Improvement
• Dedicated to Exceeding the Expectations of Internal & External Customers
• Seeks to Gain Acceptance for Solutions
• Can Win Concessions w/out Damaging Relationships

Adaptability/Flexibility

• Is Adaptable
• Can Use Different Skills Depending Upon the Situation
• Adapts Well to Changes in priorities

Problem Solving Skills

• Looks Beyond the Obvious & Doesn't Stop at the 1st Answer
• Probes Multiple Sources for Answers

Results Oriented

• Consistently Maintains High Levels of Activity/ Productivity
• Pushes Self & Others for Results

Initiative

• Seizes opportunities when they arise
• Achieves goals beyond job requirements

Integrity & Trust

• Can present the unvarnished truth in an appropriate manner
• Keeps Confidences, Promises, & Commitments

Decision Making Skills

• Is Able to Make Quick Decisions
• Makes Sound Decisions, based on the Information & Objectives at that Time.

Influencing Skills

• Can Win Concessions without Damaging Relationships
• Gains Trust Quickly
• Displays a Good Sense of Timing

Building Effective Teams

• Blends people into teams when needed
• Creates strong morale and spirit in his/her team

Addressing Performance Issues

• Deals with problem direct reports firmly and in a timely manner
• Doesn't allow problems to fester
• Regularly reviews performance and holds timely discussions

Leadership

• Demonstrate leadership skills within a team environment
• Act as a role model
• Maintain organizational discipline
• Demonstrate responsibility, trustworthiness, action-orientation in difficult situations

Rapport with Staff

• Asks about their plans, problems, and desires, knows about their concerns and questions
• Is available for listening to personal problems
• Monitors workloads and appreciates extra effort

Delegation

• Clearly and comfortably delegates both routine and important tasks and decisions
• Broadly shares both responsibility and accountability
• Lets direct reports finish their own work

Technical Competencies:

• Skilled Application of Accounting Principles & Procedures sufficient to compile reports concerning financial status and operating procedures of organizations.
• Skilled Application of Accounting Theories, Principles, Methods, Practices, and Terminology.
• Skilled application of Collecting and organizing accounting data to interpret its significance and prepare accurate reports.
• Skilled application of the principles underlying state and local laws/regulations. Knowledge of other countries tax laws is an advantage
• Skilled application of internal account file structure
• Ability to analyze and recommend improvements in accounting systems
• Considerable knowledge of PC operations & software
• Ability to communicate effectively

Assessing Others

• After reasonable exposure, can articulate the strengths and limitations of people inside or outside the organization
• Can accurately project what people are likely to do across a variety of situations

Hiring & Staffing

• Adheres to interviewing and hiring process
• Is able to identify talented staff who best fit the job requirements
• Hires the best people available from inside or outside
• Is able to evaluate potential skills needed to accomplish work unit goals and find successful candidates

Managerial Courage

• Let's people know where they stand
• Will take negative action if necessary
• Faces problems quickly and directly

Interpersonal Skills

• Builds constructive & effective relationships with all kinds of personalities
• Uses diplomacy & tact
• Relates well with people inside & outside the organization
• Able to adapt communication style as needed

Negotiations

• Gains trust quickly
• Displays good sense of timing
• Can win concessions without damaging relationships

Motivating Others

• Invites input from others
• Shares ownership & visibility
• Motivates others by assessing their hot buttons

Preferred

• Five (5) + years of professional accounting experience performing to include systematic classification and evaluation of accounting data and the preparation of related financial and managerial reports.
• Three (3) + years of people management experience

• 10 years work experience in the accounting field

Preferred

• Desktop Computer
• MS Office Pkg
• Object Accounting
• Scanner / Printer / Fax
• Desktop Phone
• Expensables
• Building Keys & Security Codes
• Accounting Dept keys

Special

• The work environment is a normal office setting with shared office spaces.
• Typical Office Hours are Monday – Friday from 8:00 a.m. to 5:00 p.m.

• Flexibility to work outside of the typical office hours is sometime required based on the needs of the business.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Specific vision abilities required by this job include close vision and 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.

Given

Reports to the Senior Manager of Finance

Provides supervision to Accounting Department:

• Staffing Accountants & Accounting Clerks (AP & AR)