Admin Professional/Training Administrator - Military Veterans

Job Summary

• The purpose of this job is to efficiently organize and maintain office functions. Includes Document Administrator position, Workstation Coordinator, efficiently handling LAO HC secretarial needs and providing a focal point for all site related activities.



Specific Duties

• Focal point for plant leadership calendars and expense reports

• Focal point and coordinator for meeting meals (breakfast, lunch, snacks, etc) as needed and per approval

• Social Event coordinator (milestones for LAO HC)

• MOC Administrator for LAO HC (maintain approver, reviewer, acknowledger lists, maintain templates) as needed in MOC Coordinators absence

• WebEDMS administrator for LAO HC (initiate reviews/publish final results, ensure templates/content/format are used, update tool, record revision information, assign ownership, validate links).

• File Share Manager for LAO HC (maintain security lists, assign to folders/documents).

• Red Tag System contact (RTMS admin, troubleshoot).

• Focal point for building network printers (supplies, ticket creation, communication with Xerox)

• Distribution lists owner for LAO HC (create, delete, maintain as needed).

• Conference Room owner for B-5704 (settle conflicts, maintain supplies/equipment).

• Office Supplies contact (review surplus, vendor shelving contact, maintain list, order non-stocked supplies, furniture, etc).

• Vending Machine/coffee machine contact for B-5704 (report problems, schedule maintenance).

• Complete employee information change forms.

• Visitor contact (maintain accountability list, safety equipment closet, visitor log and sign-in/out board).

• Office Equipment contact (troubleshoot maintain supplies for telephones, Xerox machine, fax machine, printers, computers, keys).

• Complete onboarding / offboarding of employees as needed

• eSWP plant administrator (Add/remove employees as needed)

• OPD administrator (Add/remove employees, run reports, complete assigned tasks in task list, update logbook templates as needed)

• Build onboarding and training binders for employees, assignments, instructions and Review/Approvers of Work

• Most work is routine, but also has a deadline.

• Production Leader, engineers, Coach, Process Technologist, operations personnel and I & E personnel usually give hand written notes or tell you what is needed and you make the notes. When assignment is completed, the person who has assigned the work will review it for the appropriate changes, etc.



Specialized Knowledge Required

• (Computer, Shorthand, Work Processing, Typing, etc.)

• Should be above average in typing, as there are forms, letters, etc. to be typed on a daily basis;

• Should be knowledgeable of various office equipment; printers, Xerox machine, fax machine, etc.;

• Client Workstation contact, knowledgeable of new process, contacts, etc.;

• Should be above average in computer skills to help personnel with problems and troubleshooting. Also to create databases for easier personnel usage and follow-up.



Complex Duties of Job

• Having dual deadlines and priorities;

• Making travel arrangements and records retention for the personnel;

• Using time management effectively with the numerous interruptions (i.e. Office supplies, troubleshooting office equipment/computer problems, etc.).



Communications Skills Required

• Excellent human relations and communication skills are a must - responsible for answering phones, taking messages and routing incoming calls to proper personnel. Dealing with peers, technical and professional personnel, management and suppliers. This requires tactful and courteous communication at all times. Should also be persuasive and persistent when necessary.



Interactions in this Job

• Supervision, Peers and Others

• As in any plant, the Office Professional is a vital link between the production leader, technical, support and operations personnel. A good working relationship with each employee is of utmost importance. Should work well with peers and be able to communicate, use good judgment and maintain a high level of goodwill within the plant. Should always be able to act in a positive way.



Environment

• Analysis, Evaluation and Decision-making.

• Asset Utilization input and production report database entry, involves spotting errors, based on knowledge of current operations and plant problems. Trouble shooting in this job requires looking at entire system from data gathering to the final printed report. Should be able to perform ALL duties with minimum supervision, much interruption and dual priorities.



Working Conditions

• Storing supplies, filing, etc;

• Planning and serving at parties (safety, going-away, etc.);

• Keep office equipment full of paper and in working condition (housekeeping);

• Plant Library upkeep.



Office Environment

• Similar to other production plants.

• Area where visitor's sign-in and office supplies are stored and can be very busy and distracting. Also, where Xerox machine and other machines are located and can be noisy at times. Often have to help people use office machines and keeping machines running.



Safety Conditions

• Because office is located near the process area, awareness of safety regulations, procedures, etc. are essential. Checking visitor sign-out sheets during spill, making sure all technical personnel are at.