Administrative Assistant

Job Title:

(Assigned Department) Administrative Assistant

Location:

Decatur, AL

Reporting To:

Assigned Manager/Superintendent

Job Description:

General Description:


Under the direction of the Manager/Superintendent this position provides administrative and secretarial support for the assigned supervisor 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 assigned supervisor

• Manages calendar and e-mail
• Schedules meetings, travel, conferences and department activities
• Prepares e-expense reports
• Creates and develops visual presentations for the manager
• 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
• Establishes, develops, maintains and updates filing system for the manager and the department
• Types and designs general correspondences, memos, charts, tables, graphs and business plans

1. Performs various departmental functions

• Run copies/distributes log books monthly for all units
• Arranges departmental management meetings, travel and luncheons
• Assists with site-wide celebrations
• Administers hourly vacation sign-up process
• Maintains and updates procedures
• Updates LOTO and enters into Documentum
• Manages mobile phones for Site
• Updates drawings in units
• Orders supplies as necessary
• Maintains/enters training records for Operations personnel
• Manages Area distribution lists in Outlook
• Prepares and distributes plant shift cards
• Assist with Logistics invoice verification, as needed

1. Uses plant computer systems

• Maintains SharePoint website for all units
• Serves as Operations iProcess administrator
• Documentum Administrator for Operations
• Site Administrator for VTA for HSSE

1. Performs various departmental communications activities

• Composes and forwards interoffice and external e-mail
• Answers telephone calls
• Composes and prepares correspondence (memos, letters, reports)
• Maintains a strict code of confidentiality

1. Prepares various department reports

• Ensures time is entered accurately in the Time Keeping System as approved by the Foremen
• Essentials Reports
• Compliance Audit reports
• Maintains HSSE Compliance audits during TAR's

1. Assumes responsibility for related duties as required or assigned

• Maintains a clean and well organized work area
• Attends meetings as required
• Attends training as required
• Performs special projects and miscellaneous duties as assigned
• Complies with all HSSE programs, policies and procedures

Preferred Skill Set

Qualification

Experience:

Education/Experience/Certifications Required:

• Two year degree in Administrative Science or equivalent experience
• Advanced skills in Microsoft Office, including Excel, Word and Power Point
• SAP or other ERP system
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Demonstrated capability to operate independently and as part of a team

Physical Capabilities Requirements:

• Please see Admin Job Element Checklist