Assistant I

Summary

Provide administrative services to the Plant Manager, Human Resources Supervisor, inform and assist plant employees with employee benefits and other services.

DUTIES AND RESPONSIBILITIES

May include, but are not limited to, the following:

• Greets visitors and others and assists in resolving requests as needed.
• Monitor door camera activity.
• Type and distribute letters and reports as requested by the Plant Manager.
• Maintain, organize and coordinate activities of the Plant Manager, including awards dinners, business meetings, lunches and dinners Assist in the planning and coordinating of company social activities.
• Assist with travel arrangements as needed
• Establish filing system for personnel files, confidential files, drug and medical files. Maintain current confidential personnel records on all plant employees.
• Maintains calendars for individuals and/or meeting rooms.  May coordinate meals for some meetings.  Ensure meeting locations are prepped prior to and after meetings.
• Responsible for new employee onboarding.  Present benefit options to new employees and assist with all enrollment forms.
• Act as point of contact for safety apparel requests for employees and with vendors, Maintain  apparel tracking system.
• Coordinate monthly random drug testing with third-party MRO and maintain personnel headcount updates.  Act as point of contact for personnel accounting during emergencies or drills.  Update computer weekly for accounting purposes. Participate in monthly safety radio checks.
• Issue visitor passes and arrange safety video setup
• Maintains building supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Create purchase and service requisitions in SAP
• Process invoices for payment approval in SAP
• Prepare forms, memos, announcements, documents, manuals, letters and other departmental correspondence.
• Assist the Human Resources Supervisor in creating a positive, helpful and productive atmosphere for employees and visitors.
• Schedule interviews for candidates, make hotel arrangements as necessary.  Schedule and follow all pre-employment screening for applicants including physicals. 
• Assist in writing, collecting information, and accurately reporting to Human Resources Monthly Reports. 
• Enter and maintain employee data in HR Workday and door access data.
• Assist in Timekeeping and payroll readiness reports
• Reconcile credit card activity.
• Proficient in Training Exchange.
• Super user in Enterprise Document Management System 
• Perform duties in a manner that protects personal safety as well as the safety of all personnel on site.  Whenever appropriate, promptly report Safety, Health or Environmental incidents or issues to management so the situation can be corrected.  Attend Monthly Safety Meetings to help prevent off-site and job accidents.
• Update company bulletin boards with state, federal, and company information
• Inventory training laptop computer and maintain readiness
• Update App Space for company and plant community information
• Provide info for updating Westlake Longview Intranet
• Perform other duties and special projects as assigned.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School graduate or the equivalent.
• Some college level business education or degree preferred.
• Two years of clerical experience required.
• Four years of experience in human resources is required.
• Working knowledge of Microsoft Office programs (Word, Excel, PowerPoint).

REQUIRED SKILLS/ABILITIES:

• Excellent attention to detail, organizational and time management skills
• Excellent written and verbal communications skills
• Excellent interpersonal and customer service skills
• Extensive knowledge of office management systems, procedures, and software including MS Office Suite
• Ability to maintain confidential information at all times
• Constantly exhibit professional behavior and dress

PHYSICAL DEMANDS

This job is performed mainly in control room or office setting; physical presence is required. While performing the duties of this job, the employee is frequently required to sit; stand; walk; have full use and range of motion of arms, hands and fingers to reach, grasp, hold, push or pull, twist, and work with tools; and talk or hear.  The employee is occasionally required to perform tasks that may require bending, stooping, kneeling, crouching, lying down or working from elevated platforms. The employee must be able to move safely over uneven terrain or in confined spaces.  The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee must be able to see details of objects that are more/less than a few feet away; see differences between colors, shades and brightness and determine the distance between objects. This job requires response to audible emergency alarms inside of the plant.  Employee must be able to evacuate when required.

WORK ENVIRONMENT

The employee must be able to work in a normal factory environment, including enclosed spaces and exposure to various hazards. The noise level in the work environment is usually moderate as normally based in an office.  Some of the work may be required in the operating units which can require usage of required PPE including safety glasses, hearing protection, flame retardant clothing, etc.  May also result in exposure to outside elements and may require usage of stairs and elevators.  Travel including air travel or auto travel may occasionally be required.