Job Description:

Summary/Purpose: 

The Administrative Assistant will support diverse clerical and administrative functions for finance as well as assistance to Plant Manager and HR with various tasks when appropriate. Maintains records and statistics and may handle confidential material. Answers general questions and inquiries, demonstrates a basic understanding of business disciplines. Provides receptionist support for clients or visitors as needed.

  

Essential Job Responsibilities and Duties:

 

• Arranges for equipment maintenance of copiers, telephone systems as well as monitor and order office supplies


• Responsible for visitor and vendor management


• Receives, sorts, and routes mail, and maintains and routes publications and prepares outgoing mail and packages.


• Organizes and maintains file system, and files correspondence and other records.  Retrieves files as needed.


• Assisting in the coordination of the various plant events, Safety week, Holiday Lunch, Company Picnic, etc.


• Maintain communication and correspondence with employees to include compliance Safety postings, bulletins boards, and flyers.


• Prepares, Coordinates, Manages Safety Training files such as New Employees Safety Onboarding and schedules, Employee listings on Training Matrix and Training attendance sheets.


• Supports HR function in tracking and reporting PTO time and preparing biweekly PTO spreadsheet.


• Assist HR Manager with some HR/Safety paperwork transactions and record keeping, preparing department materials to include but not limited to making copies, preparing handouts, new hire and benefits packets, department folders and labels for new hires and terminated employees including safety training folders, maintaining active and terminated I-9s forms folders, keeping safety raffles winners logs and posting in bulletin boards, security FOB systems and filing as needed.


• Assist HR Manager with arranging employee’s appointments (and transportation) to include but not limited to hearing tests appointments with occupational clinic, ordering supply and materials like Protective Personal Equipment (PPE) like prescription safety glasses, etc.  


• Assist HR Manager when needed with candidates’ professional reference checks, scheduling job interviews and coordinating new hires safety trainings and other type of trainings as necessary.        

 

Additional duties as assigned.

• Promotes personal and product safety by:

• Is competent and supports the companies ISO standards.


• Reports any non-conformances or Product Safety risks to immediate supervisor.


• Actively assesses activities on a constant basis to ensure no unsafe actions or results will occur.


• Stresses safe working practices as a condition of employment to associates.


• Assisting in audits of employee behaviors to ensure compliance with safety rules and guidelines, as well as housekeeping audits and surveys.


• Participating actively on the plant-wide safety team.


• Ensuring the housekeeping in the immediate and surrounding work area is maintained or improved to the highest level possible.


• Consistently wears personal protective equipment.

• Participates in safety based training provided by the company or recommended by the company.

• Ensures Quality of products and processes are maintained by:

• Is competent and supports the companies ISO standards for Product Quality 15378.

• Reports any non-conformances or high risk quality problems to immediate supervisor.

• Performing work at a level that ensures quality of this position’s work meets or exceeds internal and customer specifications.


• Identifying and correcting if possible any identified quality issues in the department.


• Participates in Quality based training provided by the company or recommended by the company.

 

Non-Essential Duties:  Performs other duties that may be assigned.

 

Job Qualifications, Equipment and/or Experience:

Demonstrate excellent interpersonal skills.

Requires excellent organizational skills, attention to details, handle confidential information and the ability to handle multiple priorities and interact effectively with people at all levels of the organization. 

Requires proficiency/competency in spreadsheet and word processing programs (e.g., Excel & Pivot Tables, Word and PowerPoint and ability to operate computer for data input and/or retrieval)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Language Skills:

Good English skills, both verbal and written.

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Education and Experience

Proficient in procurement, inventory, basic accounting standards and office administrative procedures with knowledge of use and operation of standard office equipment. Must be proficient in proper grammar and punctuation. Demonstrates a high level of confidentiality.  Ability to be assertive and work with little supervision.

High school diploma and 2 years of manufacturing environment experience is required. 

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to interpret bar graphs.  Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

Ability to solve practical problems and deal professionally with a variety of variables in daily situations.  Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 

Physical Demands:

The job duties, physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Where possible, reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions where it does not cause undue hardship or safety risks to the company and/or the employee.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; and talk or hear.  The employee frequently is required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee is required to sit.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment:

The noise level in the work environment is usually moderate.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Tri-Seals adheres to a clean, safe and comfortable work environment. 

Administrative

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