Production Secretary

Description
General Summary

Primary provides administrative and secretarial support to the daily operations of the department. Secondarily provides backup support to Production Control Clerk.

Essential Duties and Responsibilities

Provide reception services and greet visitors

Assist Project Manager with administrative support

Maintain employee records and upload documentation into UltiPro

Maintain safety files with electronic tracking of training and certifications

Upload licenses and certifications on site and electronically

Take meeting minutes and transcribe for distribution as required

Prepare and provide required reports to the government in accordance with Statement of Work deliverables

Update unions with monthly changes, additions, and performances

Process invoices through Company’s accounts payable system

Assist vendors with questions regarding information on invoices, documents & payments

Schedule interviews and provide management with necessary paperwork

Process backgrounds checks and pre-employment, and post-accident drug screens

In-process new employees and verify identification documents for I-9’s in UltiPro

Assist new hires with Onboarding process

Prepare termination paperwork for Project Manager review and update UltiPro

Track employee performance (reprimands, written warnings, counseling, note to file)

Perform data entry in UltiPro, DMLSS, Computerized Maintenance Management Software (CMMS) and other Company or government provided software, as needed

Order office supplies in SmartsPro and distribute to departments

Perform scanning and copying of documents, sort and deliver mail

Schedule and coordinate annual medical testing

Assist Production Control Clerk, when required, with receiving, processing, and dispatching Help Desk work orders, including entering information in CMMS

Other duties as assigned

Knowledge, Experience and Skill Requirements

Two years prior office administrative experience preferred

Experience with Microsoft Word, Excel and Outlook

Strong organizational skills

Experience using telephones, fax machines, copy machines, scanners and printers

Licenses and Certification

Required:

High School Diploma or Higher Education

Valid Driver’s License

Employee is regularly required to sit; use hands to handle or feel and communicate effectively. Frequently required to reach with hands and arms and occasionally is required to stand; walk and stoop, kneel, crouch, or crawl. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

This job description is subject to change by the employer as the needs of the employer and requirements of the job change.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.

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