Administrative Assistant- Plant McDonough

Administrative Assistant- Plant McDonough 

Job Description and Key Expectations: 

The Administrative Assistant will provide administrative support to Plant McDonough. This position will also work with other Administrative Assistant(s) in providing support to the overall plant. Duties include but are not limited to: 

• Support plant personnel with timekeeping in Oracle and expense reporting in iExpense while ensuring compliance with Corporate Policies and General Accounting Procedures
• Providing administrative support to management with professionalism and confidentiality
• Providing excellent customer service with an eagerness to support internal and external customers
• Managing records and files while ensuring compliance with record retention policies
• Supporting meetings with calendar management, catering, and as a scribe when requested 
• Managing travel arrangements for management
• Maintaining and ordering office supplies and other office and general administrative needs
• Assist in the tabulation, tracking, and development of reports (i.e. HR, fuels, etc.)
• Coordinating, organizing, planning, and executing meetings, conference calls and events at the plant level
• Coordinating plant tours
• Supporting Human Resource and Hiring Managers with administrative support for interviews
• Supporting welcoming and orientation of new employees
• Processing incoming/outgoing mail
• Managing administrative building meeting room calendars
• Maintain internal/external contact lists as well as other information and files
• Create Purchase Requisitions and Reconcile Invoices
• Submit training course completions for department
• Order supplies, create desktop requisitions and create purchase requests
• Prepare site- specific information for plant wide communication and meetings

JOB REQUIREMENTS
Education Requirements:

• High school diploma or GED preferred.

Experience Requirements:

• Minimum of three [3] years previous work experience in a Secretary/Administrative Assistant role performing the responsibilities listed in the job summary role is required.
• Experience with Microsoft Word, Outlook, Excel, Teams and Power Point are required.
• Previous experience with HR Information System Database, electronic time entering and invoice processing is preferred.
• Experience with account number distribution for assigning and tracking costs is preferred.
   

Knowledge, Skills & Abilities:

• Ability to interact professionally with customers, management, peer administrative reps and business unit personnel across the company in person and over the telephone
• Must be skilled in delivering work products with a high degree of accuracy and timeliness
• Demonstrate the ability to organize, prioritize and perform multiple activities simultaneously
• Possess the ability to determine priorities and meet required deadlines with minimal supervision
• Demonstrate proficiency in both verbal and written communications
• Demonstrate proficient computer skills in MS Word, Excel, Outlook, and PowerPoint.
• Ability to audit the timekeeping function (e.g. Time Entry/Verification, Excess Straight Time, Non-Productive Time, Substitution hours, etc.).
• Proficient with Maximo, Oracle, Powerplant or have demonstrated the ability to learn and use other computer systems
• Ability to analyze, make decisions and anticipate next steps
• Ability to resolve issues within scope of information and authority and to refer to others as appropriate

Behavioral Attributes:

• Exhibit Behaviors Consistent with “Our Core Values”
  "Safety First, Intentional Inclusion, Act with Integrity, and Superior Performance.".
• Demonstrate the ability to work as a team player and assist in other areas in absences or as needed
• Demonstrate the ability to maintain confidentiality.
• Demonstrate initiative in getting work accomplished with minimal direction.
• Must perform daily with a safety-focused attitude and commitment to zero accidents or injuries
• Positive attitude and a commitment to providing excellent customer service  with all levels

If this job is determined to be a critical job, limitations for transferring internally within the company may apply for a set period of time. If applicable, details will be shared during the selection process.