Administrative Assistant

POSITION PURPOSE

St. Paul’s Administrative Assistant serves a key role in providing necessary administrative and operational support to the Operations Manager (and their designees). This person will be a vital part of the day-to-day workflow across multiple operational departments as well as a significant contributor to achieving overall Operations objectives and goals. Occasionally, this person may be asked to provide general support for the Finance and Procurement departments as needed.

ESSENTIAL FUNCTIONS

• Assists Human Resources and Safety departments in new-hire orientation with necessary paperwork, onboarding, training, documentation, etc.
• Performs Accounts Payable functions by receiving incoming invoices, verifying receipt of corresponding product and processing in the ERP system.
• Receives raw material inventory into the ERP system and coordinates with suppliers if documentation is missing.
• Manages incoming and outgoing mail, packages and faxes.
• Maintains and scans files, documents, contact lists, and informational spreadsheets across operational departments (shipping, receiving, production, safety, environmental, etc.).
• Track stock levels of supplies and facilitate restocking, including but not limited to: uniforms, IT equipment, office supplies, printer supplies, personal protective equipment (PPE), etc.
• Prepares reports and/or correspondence such as weekly quality reports, inventory summaries, production summaries, safety updates and others as needed.
• Ensures employees are compliant with on-going company and regulatory training requirements and maintains the relevant records of training.
• Tracks the company’s progress on the Safety Compliance Calendar and develops action items for areas that are off track.
• Maintains compliance of document retention and shredding of old documents.
• Provides administrative support to facility visitors.
• Verifies contract employee weekly time submissions for accurateness and submits to the appropriate contract company, helps track and report employee attendance and man hours
• Assist in scheduling, communicating, and setting up employee communications and events (meetings, training, health screenings, memos, etc.)
• Organizes company picnics and outings.
• Develop skills to fill in for Production Schedulers and/or Shipping personnel during absences.
• Office presence and regular, reliable attendance required.

QUALIFICATIONS

Competencies and Experiences

Required:

• 2+ years of experience in clerical/administrative assistant positions
• Strong interpersonal verbal and written communication skills with attention to detail
• Proficient general computer skills (Excel) and able to easily learn new systems
• Excellent organizational skills with the ability to trouble-shoot and prioritize
• Ability to work independently and in a team environment

Education

Required:

• High school diploma / GED

Preferred:

• Associates degree

SUPERVISORY RESPONSIBILITIES / DIRECT REPORTS

No direct reports

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The employee will frequently be required to:

• This position operates in an office environment. The role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and scanners. This role is partially sedentary, sitting for several hours at desk. Additional activity of walking to/from and standing at alternative work areas (e.g. photocopiers, paper shredders, and mailroom); alternate sitting and standing as needed. Filing and handling materials is required. This requires the use of hands to finger, hold, handle, reach with hands and arms and to lift and/or carry items up to 30 lbs

The employee will occasionally be required to:

• This position would periodically require work in the warehouse environment with some exposure to heat/cold, walking/stairs, noise and wearing safety equipment/clothing for protection from hazards for plant tours
• Drive for departmental errands and trainings

The position requires the following vision and hearing capabilities:

• Talking person to person, on the phone, and/or in group settings
• Hearing in person, on the phone, and/or in group settings
• Vision at near, mid, and far range

POSITION TYPE - WORK HOURS - TRAVEL REQUIREMENTS

• Position is full time, non-exempt, and is eligible for overtime
• Position works an eight (8) hour day shift, Monday through Friday, occasional overtime may be required
• Travel for this position is limited and expected to comprise less than 2% of work hours

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.