Administrative Assistant

Administrative AssistantLocation: Decatur, ALReporting To: Assigned Manager/SuperintendentGeneral 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 ResponsibilitiesManages the schedule for the assigned supervisorManages calendar and e-mailSchedules meetings, travel, conferences and department activitiesPrepares e-expense reportsCreates and develops visual presentations for the managerActs 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 brochuresEstablishes, develops, maintains and updates filing system for the manager and the departmentTypes and designs general correspondences, memos, charts, tables, graphs and business plansPerforms various departmental functionsRun copies/distributes log books monthly for all unitsArranges departmental management meetings, travel and luncheonsAssists with site-wide celebrationsAdministers hourly vacation sign-up processMaintains and updates proceduresUpdates LOTO and enters into DocumentumManages mobile phones for SiteUpdates drawings in unitsOrders supplies as necessaryMaintains/enters training records for Operations personnelManages Area distribution lists in OutlookPrepares and distributes plant shift cardsAssist with Logistics invoice verification, as neededUses plant computer systemsMaintains SharePoint website for all unitsServes as Operations iProcess administratorDocumentum Administrator for OperationsSite Administrator for VTA for HSSEPerforms various departmental communications activitiesComposes and forwards interoffice and external e-mailAnswers telephone callsComposes and prepares correspondence (memos, letters, reports)Maintains a strict code of confidentialityPrepares various department reportsEnsures time is entered accurately in the Time Keeping System as approved by the ForemenEssentials ReportsCompliance Audit reportsMaintains HSSE Compliance audits during TAR'sAssumes responsibility for related duties as required or assignedMaintains a clean and well organized work areaAttends meetings as requiredAttends training as requiredPerforms special projects and miscellaneous duties as assignedComplies with all HSSE programs, policies and proceduresPreferred Skill SetExperience: Education/Experience/Certifications Required:Two year degree in Administrative Science or equivalent experienceAdvanced skills in Microsoft Office, including Excel, Word and Power PointSAP or other ERP systemExcellent verbal and written communication skillsExcellent organizational skills and attention to detailDemonstrated capability to operate independently and as part of a teamPhysical Capabilities Requirements: Please see Admin Job Element Checklist