Administrative Assistant

Position Objective

To provide administrative services and project work for key members of management and to assist with administrative projects and duties enabling them to achieve departmental objectives.

KEY RESULT AREAS: PERFORMANCE STANDARDS

Administrative Support/

Office Duties

• Compose and type routine correspondence.
• File correspondence and other records.
• Schedule appointments for staff members.
• Arrange travel for management team.
• Prepare packages for shipment.
• Order service calls on all office and vending equipment.
• Order office supplies for all departments.
• Maintain daily calendar of events for all personnel.
  
  

Administrative Support/ Plant Departments

• Check all courier bills for accuracy and charge to correct location.
• Receive, input and print all Purchase Requisitions each day.
• Distribute Purchase Orders and maintain numerical/alphabetical files.
• Arrange Hearing Conservation, and Flu Shots for all personnel annually.
• Setup new vendors.
• Maintain plant office supplies stock.
• Serve as plant runner.
  
  

Human Resources

• Process Employee Status Change Forms.
• Process new hire paperwork using the new hire orientation checklist.
• Process employee termination paperwork.
• Schedule and track employee vacations.
• Enroll employees and handle questions regarding insurance benefits, medical, dental and vision plans.
• Verify payroll daily.
• Maintain applications and resumes.
• Maintain and secure exempt and non-exempt personnel files.
• Process and investigate workman's compensation paperwork and claims filed.
• Maintain and process I-9 log.
• Process and handle garnishments.
• Process performance appraisals annually.
• Create and update position charters.
• Comply with HR policies and procedures.
• Comply with relevant employment laws.
  
  

KEY RESULT AREAS: PERFORMANCE STANDARDS

Reporting

• Compile and type statistical reports.
• Prepare the following reports for headquarters: Monthly Activity Report, Burns Philp Quarterly Board Report, and Affirmative Action/EEO plan.
• Maintain OSHA 200 Log and posting.
• Prepare weekly financial report.
• Prepare and post Daily Meeting Action Minutes.
• Prepare employee attendance action reports.
  
  

Other

• Act as the State of Tennessee Notary Public.
• Backup Distribution Manager i.e., Ship Confirm Bill of Lading.
• Backup for Payroll and Account Payable.
• Serve as a Safety Committee Member.
• Serve as the Plant Event Coordinator for all employee and guest functions held in the plant or off premises.
• Other duties as assigned.
  
  

Qualifications

ESSENTIAL SKILLS AND KNOWLEDGE

• High school diploma or general education degree (GED).
• One to three months related experience and/or training, or equivalent combination of education and experience.
• Ability to operate specific computer software and related hardware.
• Knowledge of office machines, including calculator, facsimiles, etc.
• Ability to maintain composure and pleasant manner under pressure.
• Good communication skills with managers, staff and peers in business units and office.
• Good organizational skills necessary.
  
  

Desirable Skills And Knowledge

• Associates degree in a business related field.
• Experience supporting Human Resource department.
• Experience in food processing.
  
  

OTHER FACTORS

• Occasional overtime may be required. WORKING CONDITIONS While performing the duties of this job, the employee is regularly required to stand; walk; use hands to fingers, handle or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance.
  
  

The 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 the ability to adjust focus.