What are the responsibilities and job description for the Secretary II position at J & J Worldwide Services?
General Summary
Primary provides administrative and secretarial support to the daily operations of the department. Secondarily provides backup support to Production Control Clerk.
Essential Duties and Responsibilities
- Provide reception services and greet visitors
- Assist Project Manager with administrative support
- Maintain employee records and upload documentation into UltiPro
- Maintain safety files with electronic tracking of training and certifications
- Upload licenses and certifications on site and electronically
- Take meeting minutes and transcribe for distribution as required
- Prepare and provide required reports to the government in accordance with Statement of Work deliverables
- Update unions with monthly changes, additions, and performances
- Process invoices through Company’s accounts payable system
- Assist vendors with questions regarding information on invoices, documents & payments
- Schedule interviews and provide management with necessary paperwork
- Process backgrounds checks and pre-employment, and post-accident drug screens
- In-process new employees and verify identification documents for I-9’s in UltiPro
- Assist new hires with Onboarding process
- Prepare termination paperwork for Project Manager review and update UltiPro
- Track employee performance (reprimands, written warnings, counseling, note to file)
- Perform data entry in UltiPro, DMLSS, Computerized Maintenance Management Software (CMMS) and other Company or government provided software, as needed
- Order office supplies in SmartsPro and distribute to departments
- Perform scanning and copying of documents, sort and deliver mail
- Schedule and coordinate annual medical testing
- Assist Production Control Clerk, when required, with receiving, processing, and dispatching Help Desk work orders, including entering information in CMMS
- Other duties as assigned
Knowledge, Experience and Skill Requirements
- Two years prior office administrative experience preferred
- Experience with Microsoft Word, Excel and Outlook
- Strong organizational skills
- Experience using telephones, fax machines, copy machines, scanners and printers
Licenses and Certification
Required:
- High School Diploma or Higher Education
- Valid Driver’s License
Work Environment
Employee is regularly required to sit; use hands to handle or feel and communicate effectively. Frequently required to reach with hands and arms and occasionally is required to stand; walk and stoop, kneel, crouch, or crawl. 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 ability to adjust focus.
This job description is subject to change by the employer as the needs of the employer and requirements of the job change.