API - American Petroleum Institute · 4 hours ago
Assistant, Program Operations & Audits
Washington, DC, US
Full-time
Onsite
New Grad, Entry Level
$51K/yr - $68K/yr
0+ years expAPI - American Petroleum Institute is seeking an Assistant for Program Operations & Audits to provide administrative and customer service support to their licensing/certification and audit assignment teams. The role involves ensuring timely completion of key functions related to licensing and certification, as well as maintaining accurate client and auditor files.
Oil & Energy
Responsibilities
Ensure that the following licensing/certification and audit assignment key functions are completed in a timely manner: Licensing/Certification Correspondence
Retrieve, process and respond to communications from clients and auditors, as appropriate
Answer telephone calls skillfully and effectively; document, respond and/or relay messages accurately and promptly; identify urgent or priority calls
Process assigned Lead Process Owner tasks
Process assigned tasks as Secondary/back-up in the absence of Lead Process Owner
Conduct research and follow up on customer inquiries regarding upcoming certification, renewal applications and audits, billing questions, late payments, etc
E-mail, scan and organize incoming/outgoing client documentation
Track and resolve return postal and email issues
Maintain meticulously detailed, accurate and up-to-date client and auditor files, electronically
Maintain all administrative lists and files, ensuring accuracy, accessibility and availability
Maintain and update myCerts based on program activities and requirements
Maintain and ensure accuracy of operations database regarding various data input
Provide support as needed with the administration of program projects
Participate in IT projects related to development of the myCerts project and evaluation of the impact of program changes on the administrative processes
Answer audit-assignment-related inquiries via computer-based communication tools and e-mail
Research inquiries regarding upcoming audits, billing questions, and late payments from facilities
Retrieve, process, and respond to communications from clients and auditors as appropriate
Qualification
Required
Requires 0-2 years of experience in a similar role and subject matter expertise
Bachelor's degree in relevant area, or other related field equivalent work experience. Some positions may only require an Associates degree/technical diploma, or other related field equivalent work experience
Proficient with Microsoft applications, especially Word, Excel, Access and SharePoint, with an aptitude to learn other computer programs quickly required
Strong interpersonal skills required
Demonstrated ability to research and assimilate information accurately from a variety of sources
Capacity to solve customer-service-related problems and communicate solutions effectively desired
Ability to effectively manage simultaneous assignments with minimal supervision required
Ability to work in a fast-paced operations environment required
Attention to detail, exceptional organization, prioritization and time-management skills required
Customer service aptitude required
Excellent oral and written communication required
Ability to follow instructions and adhere to program policies and procedures required
Ability to understand basic technical concepts
Preferred
Capacity to solve customer-service-related problems and communicate solutions effectively desired
Understanding of business processes and workflow coordination a plus
Familiarity with certification programs, certification schemes, quality management system standards and/or similar program experience - a plus
Company
API - American Petroleum Institute
API represents all segments of America’s natural gas and oil industry.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Mike Sommers
President and CEO
Courtney Vessels, SHRM-CP
Human Resources Business Partner
Recent News
2024-02-19
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