Administrative Assistant

This position is responsible for MRO purchasing and assures accuracy of inventory of parts within the maintenance department. They also assist in data entry, time sheet entry, tracking up and down time of machinery and other administrative duties as needed. They also provide clerical support and ensure regulatory compliance within the PSM team .

DUTIES AND RESPONSIBILITIES:

Assumes personal responsibility to insure safe and healthy workplace for everyone. Adhere to all safety policies and procedures and incorporate safety and health in all jobs and tasks.

Ensures regulatory compliance at all times , and provides clerical support for the PSM team

Maintains general ledger account and department codes for Maintenance.

Provides clerical support to the plant engineering department and maintenance department

Assist storeroom to issue parts used by mechanics and production personnel in SAP, check inventory and add to excel spreadsheet.

Re-check inventory counts if off, log corrections in SAP and enter the inventory count on an excel spreadsheet, and continually monitor/track excel spreadsheet for inventory accuracy.

Purchasing of MRO parts and assist as backup to reliability supervisor for non MRO parts

Update work order process in SAP Computer Maintenance System (CMS).

Post mechanic’s time in SAP and reconcile that against payroll.

Performs administrative duties such as filing and data entry, running mechanical downtime and uptime reports.

Reconcile capital and major repair work orders.

Complete special projects and other duties as assigned.

Support SRMP teams as necessary

Expected to adhere to safe work practices, follow GMP and HACCP guidelines, maintain sanitary conditions and ensure that product quality is maintained in order to maintain SQF Level 3 certification. Report to management any conditions or practices that may adversely affect food safety, food quality or personnel safety.

Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.

Performs other duties as assigned.

EDUCATION AND EXPERIENCE REQUIRED:

One-year certificate from college or technical school or equivalent combination of education, training and/or experience.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups, customers/vendors or employees of the organization.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PREFERRED EDUCATION, EXPERIENCE AND SKILLS:

Two years post high school with emphasis in business/accounting, plus 2-3 years’ experience in a professional business environment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Personal computer experience SAP, Cadd, PowerPoint, Excel, Word, and Microsoft Projects is required.

Basic understanding of storeroom inventory and cycle count criteria

Attention of detail, prioritizing tasks, and organization skills are required to complete multiple work assignments in a timely manner and represent the Maintenance Department in a professional manner is required

Basic math skills

Customer service capabilities

Basic computer skills with ability to input data into the SAP system

Light typing skills

Ability to work indoors in normal office setting for duration of shift.

Ability to answer phones and receive pertinent information