Administrative Assistant Job Opening

Job Description

Department: Multiple

Job title: Administrative Assistant

Reports to (title): Area Manager

Nonexempt

Non-supervisory

General Description: Under the direction of the Manager this position provides administrative and secretarial support for the manager and department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Roles and Responsibilities:

1. Manages the schedule for the Area Manager

a. Manages calendar and e-mail

b. Schedules meetings, travel, conferences and department activates for Manager

c. Prepares e-expense reports

d. Creates and develops visual presentations for the manager

e. Acts as project manager for special projects, at the request of the Manager, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures

f. Establishes, develops, maintains and updates filing system for the manager and the department

g. Types and designs general correspondences, memos, charts, tables, graphs and business plans

2. Performs various departmental functions

a. Run copies/distributes log books monthly for all units

b. Arranges departmental management meetings, travel and luncheons

c. Assists with site-wide celebrations

d. Administers hourly vacation sign-up process

e. Maintains and updates procedures

f. Updates LOTO and enters into Documentum

g. Manages mobile phones for Site

h. Updates drawings in units

i. Orders supplies as necessary

j. Maintains/enters training records for Operations personnel

k. Manages Area distribution lists in Outlook

l. Prepares and distributes plant shift cards

m. Assist with Logistics invoice verification, as needed

3. Uses plant computer systems

a. Maintains SharePoint website for all units

b. Serves as Operations iProcess administrator

c. Documentum Administrator for Operations

4. Performs various departmental communications activities

a. Composes and forwards interoffice and external e-mail

b. Answers telephone calls

c. Composes and prepares correspondence (memos, letters, reports)

d. Maintains a strict code of confidentiality

5. Prepares various department reports

a. Essentials Reports

b. Compliance Audit reports

c. Maintains HSSE Compliance audits during TAR’s

6. Assumes responsibility for related duties as required or assigned

a. Maintains a clean and well organized work area

b. Attends meetings as required

c. Attends training as required

d. Performs special projects and miscellaneous duties as assigned

e. Complies with all HSSE programs, policies and procedures

Physical Requirements:

See Job Element Checklist

Education, Experience, Certifications Required:

• Two year degree in Administrative Science or equivalent experience

• Advanced PC skills

• Proficient in MS Office

• SAP

• Excellent oral and written communication skills

• Organizational and inter-personal skills.