Maintenance Clerk

Full job description

The Maintenance Administrative Assistant is responsible for all administrative support functions in the management area of the business.

ESSENTIAL DUTIES AND RESPONSIBILITIES: This list is not intended to be all-inclusive and other duties may be assigned.

• Develop and maintain records for supervisors and superintendents to ensure compliance of regulatory reports.
• Providing daily support to the team including preparation of various ad hoc business reports, presentations, and materials requiring a high level of confidentiality.
• Responsible for ensuring proper filing for PPE Audits and Hot Work Permits.
• Responsible for ensuring the manning sheet is up-to-date at all times and weekly updates of manning report are distributed weekly to all management in maintenance.
• Compiles ongoing internal reports, revises and updates reports as necessary.
• Maintains records and files in accordance with Records Retention Policy. Ensure files are locked at all times and updated daily.
• Develop and manage attendance metrics chart for the hourly maintenance staff and send weekly reports to management; responsible for maintaining accurate and up-to-date information for the hourly and management PTO calendar and distribute weekly.
• Answer telephone, screen calls, take messages.
• Ensure proper supply of office needs are ordered and maintained.
• Assists supervisors in managing calendars and handling external callers in a sensitive manner.
• Coordinates meeting logistics.
• Performs projects assigned by Director.
• Develops collaborative relationships with leaders at all levels built on mutual trust.
• Schedule appointments, travel arrangements.
• Prepares correspondence as needed.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the work environment, knowledge, skill, and/or ability required or preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: High school diploma or GED is required. Experience in food manufacturing desired.

COMMUNICATION SKILLS: Must have excellent written and verbal communication skills. Ability to think, communicate in a fast-paced environment. Must be able to effectively communicate with candidates, hiring managers and others within and outside of the organization.

LANGUAGE SKILLS: Ability to read and interpret documents in the English language such as applications, training materials and procedure manuals. Bilingual skills a plus.

MATHEMATICAL SKILLS: Ability to apply mathematical applications to practical situations.

REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical, diagram, written and/or verbal form and deal with several abstract and concrete variables.

OTHER SKILLS AND ABILITIES: Ability to use computers and all standard programs used by the industry and the ability to learn and effectively use any and all other computer programs that are or will be made available. Strong personal computer skills and understanding of recruiting metrics and reports required. Must hold a valid driver's license due to periodic business travel.

PHYSICAL DEMANDS: While performing the duties of this job, the employee will be required to move about the facility. The employee is required to sit; use hands to finger; handle; or feel/hold objects; reach with hands and arms; climb or balance; speak, hear, taste, and smell. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vison, color vision, depth perception, and the ability to adjust focus. Individual must be able to effectively work in a normal production environment where temperatures and noise levels may vary. Generally the incumbent must be able to sit and use a computer for extended periods of time.

WORK ENVIRONMENT: The work environment includes normal office environment. The noise level in the work environment is usually quiet.

NORMAL WORK SCHEDULE: The hours and days of work are established as needed by operations and at the discretion of management and may be changed (increased or decreased) by management as required.