Administrative Asst 2 4P/198

Contract- 2 Years

Position Summary

The Administrative Assistant  provides comprehensive administrative support to departments including Maintenance, Planning, Compliance, Engineering, Fuels, and Environmental. This role involves managing a wide range of administrative functions, ensuring smooth departmental operations, and delivering high-quality service to internal and external stakeholders.

Key Responsibilities

Administrative Support

• Provide general administrative support to multiple departments within the plant.

• Perform timekeeping and attendance reporting for plant personnel.

• Process employee expense reports for both covered and non-covered personnel using PaySource and Oracle Expenses.

• Manage filing systems and order office supplies as needed.

• Coordinate travel arrangements for employees.

• Schedule and manage logistics for meetings and department events.

• Gather data, compile information, and prepare various reports and summaries.

• Maintain departmental record retention and documentation.

Specialized Tasks

• Support and participate in plant and departmental safety initiatives.

• Manage Southern Linc phone inventory, repairs, and replacements.

• Serve as vendor point of contact for copier/printer repairs.

• Process tool reimbursement and boot allowance expense statements.

• Update ARCOS system for vacation tracking, weekly call-out lists, and generate quarterly/yearly reports.

• Enter Limestone receipts in COMTRAC and perform monthly closeouts.

• Order flowers for employee sick leave or bereavement events.

• Act as FMLA contact for departmental time groups.

• Verify contractor timesheets using Tableau and cross-reference with backup documentation.

• Provide backup support to Administrative Assistants across other departments.

Job Experience & Education

• High school diploma or equivalent required.

• Two-year degree or vocational certification preferred.

• 3–5 years of experience in an administrative support role required.

• Experience with SHIPS, PeopleSoft, or similar people management software preferred.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.

• Experience with accounts payable, timekeeping systems, and working with union employees in a plant environment is preferred.

• Demonstrated experience in report preparation, travel/meeting arrangements, and calendar management is required.

Knowledge, Skills & Abilities

• Strong ethical behavior and positive attitude.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Capable of making informed administrative decisions and procedural judgments.

• Highly detail-oriented, organized, and adept at multi-tasking.

• Skilled in composing and editing written communications.

• Proven ability to interact effectively with all levels of employees and leadership.

• Strong verbal and written communication skills.

Behavioral Attributes

• Provide exceptional customer service to both internal and external stakeholders.

• Exhibit strong interpersonal skills, flexibility, and professionalism.

• Demonstrate ownership and accountability for all assignments.

• Be a team player with a commitment to safety and compliance.

• Foster and maintain positive working relationships across the organization.