HSE Administrative Assistant I (In-Plant) presso Recon Management Services

Description

*In-plant role-See client specific information below in Job Requirements

Summary of Description:

Responsible for coordinating the office clerical needs. Coordinating with project managers to assure project clerical needs are met within schedule requirements. Duties also include typing of routine letters, purchase requisitions, material requisitions and miscellaneous correspondence. Responsible for answering phone, transferring calls and messages. 

Duties:

• Office coordination
• Responsible for answering phones, transferring calls and messages 
• Mail - incoming and outgoing
• Faxes - incoming and outgoing
• Routine clerical duties
• Perform other job-related duties as assigned

Education and Experience:  

High School Diploma or equivalent (G.E.D.) with 0 – 5 years of experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing Requirements:

• Valid Driver’s License

Specific Skills:

• Professional appearance
• Good oral and written communication skills
• Intermediate to advanced skills in office related software packages, and computer database understanding and proficiency
• Confidentiality

Physical Requirements:

• Ability to reach, stand, walk, finger, grasp, feel, talk, hear, see and to perform repetitive motions.
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.  

Requirements

*Due to being an in-plant position, the below referenced Job Duties have been provided by the client: 

 Responsibilities: 

• Working with Manager to utilize SAP to properly allocate, track invoicing, resolve discrepancies, and issue POs and Notifications to manage the $7MM Safety Budget 
• Manage the Lockout Audit Tracking System by engaging Operations Management in the production units, providing periodic updates, and owning the process 
• Manage the Safe Work Permit, Hot Work Permit, JSA, and Confined Space record retention system by working with Operations Management at each control room as well as the Safety Technicians to ensure a consistent management system across the facility 
• Manage the Monthly Safety Slide program to ensure timely issuance by setting up meetings with the Safety Professionals to brainstorm ideas, make assignments, collect content and generate the final product 
• Collect and maintain key information on all injuries and provide periodic charting that includes trending 
• Working closely with Safety Technicians to setup schedules for outages 
• Assume certain tasks that traditionally land on the Safety Professional list to allow for additional field time 
• Work closely with ER Supervisor on Quarterly Drills to properly collect, document, and track Action Items to VPP Standards 
• Active member of Joint Safety Committee with audit responsibilities 
• Perform general office duties, including but not limited to such tasks as filing and assisting with set-up of new or moved personnel (phone, computer requests, office supplies, etc.) 
• Coordinate revision and maintenance of HS&ER procedures for the site. 
• Oversee the HS&ER procedures in EDMS system to assure owners and reviews are kept current 
• Responsible for assigned area catering requests 
• Schedule recurring daily, weekly, monthly and yearly meetings as requested 
• Assist HS&ER personnel in compiling submittals and assuring all certified mail is mailed and tracked in a timely manner. 
• Update and maintain HS&ER electronic, hard copy files, as well as off-site records storage, as needed. 
• Enter information into Action Item Tracking database (Enablon) as requested. 
• Perform other related duties as assigned.  
   

Minimum Requirements: 

High school diploma or the equivalent is required, a minimum of three years clerical experience working with management or accounting personnel and advanced computer and office equipment skills. Advanced Microsoft Word, Excel, and PowerPoint required. Experience with building databases in Microsoft Access is desired. SAP experience is desired.