Administrative Assistant

Job Description:
Responsibilities include general administrative support, including, but not limited to, the following: 

• Provide support to Maintenance, Planning, Compliance, Engineering, Fuels and Environmental departments
• Perform timekeeping and attendance reports 
• Process employee expense reports for covered and non-covered personnel (PaySource & Oracle Expenses) File; Order office supplies 
• Coordinate travel arrangements  
• Schedule and coordinate logistics for meetings 
• Gather data, compile information, and prepare reports 
• Maintain departmental record retention 
• Support all plant and department Safety initiatives 
• Maintain Client Linc phones including repairs and replacements  
• Contact the vendor regarding copier/printer repairs  
• Prepare expense statements for tool reimbursements for covered employees & boot allowance for all employees  
• Update Arcos to reflect vacation, time off, to update call out list weekly, prepare/distribute quarterly and yearly reports 
• Enter Limestone receipts in COMTRAC and do monthly closeout 
• Order flowers for sickness or bereavement for departmental time groups  
• FMLA contact for departmental time groups 
• Verify contractor timesheets by using Tableau and verifying backup documentation  
• Backup Admin Assistants in other departments 
• Provide superior customer service to all internal and external customers 
• Job Experience & Education:
• High school diploma or equivalent is required 
• Two-year degree or vocational school/certification is preferred 
• Three to Five years administrative experience required 
• SHIPS, PeopleSoft, or other people management software experience preferred 
• Extensive experience in administrative support including conference, travel and meeting arrangements, report preparation and calendar management is required 
• Accounts Payable experience is preferred
• Experience with timekeeping systems preferred 
• Experience working with union employees in a plant environment is preferred 
• Extensive computer experience with proficiency in Microsoft Office applications is required 

Knowledge, Skills & Abilities: 

• Positive attitude and ethical behavior 
• Capacity to properly manage sensitive information and maintain confidentiality  
• Ability to make administrative/procedural decisions and judgments
• Detail oriented and multi-tasking ability 
• Skilled in organizing resources and establishing priorities
• Ability to create, compose and edit written materials 
• Ability to interact well with all levels of employees and management 
• Effective written and verbal communication skills 

Behavioral Attributes: 

• Provide excellent customer service. Exhibit excellent interpersonal skills, flexibility, professionalism and ability to build and maintain positive relationships with internal and external customers.
• Take personal responsibility/ownership for assignments to ensure tasks are fully met. Be a team player.
• Display a commitment to safety and compliance.