Administrative Specialist - San Marcos, CA

Jacobs • Oceanside, CA • 5h ago

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical infrastructure and environmental challenges. As an Industrial Pretreatment Coordinator, you'll play a key role in protecting public health and the environment by ensuring industrial wastewater meets regulatory standards before entering treatment systems. Your work directly supports sustainable water management and helps communities thrive.

Jacobs is searching for a dynamic Administrative Specialist to join our team at the Twin Oaks Valley Water Treatment Plant in San Marcos, CA. In this role, you'll interface with the plant operations team, corporate accounting, supply chain and procurement to ensure timely submission and accuracy of invoices. You'll require attention to detail, effective communication in written and verbal form, problem-solving skills, and close collaboration with internal teams and vendors to meet client expectations. In addition, you may work on special projects to implement corporate standards at the facility. As an Administrative Specialist, you'll join a collaborative team ensuring that all contractual and regulatory standards are upheld while producing safe, clean drinking water.

The facility we operate is a 100-mgd potable water treatment plant using combined submerged membrane filtration, ozone disinfection, advanced oxidation, and biological activated carbon to meet strict water quality standards for the San Diego metropolitan area. At its completion in April 2008, it was, and continues to be, one of the largest water treatment plants using membrane filtration in the world.

Bring your team-focus, adaptability, and commitment to excellence, and we'll help you grow what drives you - and deliver the world's most challenging Operations Management projects, together.

ourjacobs #bia #omfs #challengeaccepted

Essential Duties and Responsibilities:

Work closely with Project Manager to support project administrative tasks Reconcile expenses for Project Manager and/or staff Manage, maintain records, and approve all invoices Assist vendors in getting vetted through Ariba, the Jacobs procurement system? Follow up on vendors' invoices, reports, and documentation of work performed? Handle all procurement tasks & purchase requisitions Handle all invoice/payment status requests Maintain records of Hazardous Waste manifests and various permits Manage operator certification records and send reminders for certification/license renewals and/or training Assist with staff registrations for conferences and renewals of professional memberships Manage contractor certification renewals Manage project org chart(s) and distribution lists Fleet vehicle registration and insurance renewals Facility incentive program tracking Prepare and manage job requisitions Assist with new hires and onboarding Be the source for general administrative questions Compile and submit monthly managed contractor hours Collect, sort, and distribute mail Keeps break room stocked with supplies Performs other duties as required One (1) to two (2) years of experience in the areas of purchasing, billing, and accounts payable Experience working in an office setting Knowledge of procurement practices, finance, accounts payable and billing procedures Knowledge and ability to analyze data and maintain physical and electronic records management Proficient in MS office Knowledge and ability to write standard operating procedures (SOP) for various administrative and procurement processes Ability to produce clear and precise administrative reports Experience in electronic records management software Work independently and in a team environment Valid CA Driver's license with no major infractions

Ideally, You'll Also Have:

AA Degree in Business, Office Management, or a related field of study preferred? Two (2) years' experience in Accounts Payable desired?? One (1) year of experience with Accounts Payable software strongly preferred?? Experience using the following applications: My Payables, Concur, Ariba, SharePoint

Working Conditions:

Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or services

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.

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