Plant Administrative Assistant

OVERALL REFERENCE JOB PURPOSE

With a customer service focus, this position is fully responsible for administrative support to certain members of the plant leadership team and provides daily transactional support to the Human Resources department. Furthermore, the role involves responsibility for certain payroll functions for both hourly and salary employees.  The Plant Administrator processes a vast amount of correspondence for Seattle Plant as well as updating information for others within the group Excellence is measured by keeping accurate records and files, effective meeting co-ordination, project management, and by demonstrating through actions and words a positive and professional attitude at all times. This position must maintain the highest degree of confidentiality and professionalism.

 

QUALIFICATIONS

 

Education

Skills and Experience

· Associate degree in Business or equivalent experience.

 

· Office atmosphere experience and training with good computer skills and inventive problem-solving skills.

· High accuracy in verbal and written communication skills.

· Ability to simultaneously perform a multitude of varied tasks in fast- paced environment

· Knowledge of computers and Microsoft Office ( Word, Excel, Access, and PowerPoint)

· Excellent interpersonal and customer service skills

 

 

 

KEY RESPONSIBILITIES AND ASSIGNMENTS

General Administrative and Human Resources:

· Providing certain local Human Resources assistance for plant

· New Hire Orientation, including registering of required tests and tracking of completion

· Coordinate medical exams and annual/biannual testing



· Complete all EMF Paperwork for all PNW employees

· Conduct training on HR initiatives

· Be liaison for information gathering for EMF and submission to the People Services Centre (PSC)

· Complete unemployment claim forms and submit on timely basis

· Filing of grievances

· Personnel file management

· Processing hourly payroll and troubleshooting payroll issues with the PSC and the Kronos team.

· Ensure regular interfacing with the Service centers, answers questions about Benefit administration and policy, expedites problem solving.

· Assist with information gathering for regulatory reporting (i.e. MSHA and EEOC)

· Updating Intelex (training database) and training modules

· Provide general HR support on the HRIS, benefits, pension administration areas, and the development and maintenance or reports

· Administrating certain plant programs, policies and events

· Accurate filing of documents (including training records, MSHA documents, and personnel files)

· Any other job related duties as required or requested 

 

State of Washington Compliance Issues

· Worker’s Compensation claims forms

· Conduct Annual training

 

Safety:

· Training Tracking for all of the plant - includes:

o Make sure all new miners have documentation in place in a timely manner and signed off on as per MSHA requirements (competent person)

o Make certain all refresher training is done and documented and entered in the system in a timely manner and signed off on as per MSHA requirements (competent person)

o Make sure temporary workers have proper training documentation in place, as well as the proper sign off per MSHA requirements and filed correctly.

o Make certain Plant Manager or his/her designee signs off on all course attendance documentation as per MSHA requirements (competent person)

o Ensure all plant employees are set up on the CBT training with Vivid

o Complete all  CBT --> INTRAC automatic data transfer project

o Ensure all courses are  set up in INTRAC with a corresponding hard-copy file that includes a course outline/content/presentation

o Complete monthly summary update for each employee’s required training for Supervisor/PLT review

o Make sure that all MSHA paperwork is filed on Medical Aids or Lost Time accidents (process to be documented) this includes employee and contractors

o Ensure that all Workers Compensation (L&I) paperwork is submitted in a timely manner and filed appropriately

o Complete monthly data entries for the KPI database, validate the KPI database numbers with the Accident Investigation Database (for example, if the KPI database shows 2 first aids for January, the AI database should have 2 first aid entries for January)

 

 

Filing of PSI's

· Make certain all Plant General Inspections are centrally filed; follow-up with Area Champion if inspection not received within 1 week of due-date

· Ensure MSHA citations are paid correctly and in a timely manner and documentation kept to verify that it was paid

· Keeping respirator spreadsheet up to date - (employees sent for Medical Evaluation, employees issued a respirator, etc)

· Safety and Accident Incident Database corrective action tracking.

 

GENERAL



1.  Must abide by all Health and Safety Rules.

2.  Responsible for thorough workmanship and high quality.  Must meet or exceed the company standards of quality and production.

3.  Maintain good working relationship with others, confidentiality being paramount.

4.  Strive for continuous improvement in all aspects of the work environment; this includes active participation in company committees, project teams and relevant job training.

5.  Commit to your self-development goals as discussed with your supervisor and attend all company sponsored training.

6.  Employee will be required to sign a confidentiality agreement due to the amount of HR system access.