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Administrative Assistant

Company: Bay State Milling
Location: Mooresville
Posted on: November 22, 2021

Job Description:

The administrative assistant will coordinate office activities and is responsible for fostering ateam approach by performing the following duties. This position reports directly to the PlantManager and interacts with all mill employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Update and maintain all employee files to document personnel actions and to provideinformation for payroll and other uses, including new hires, changes and terminations. Forwardall data to corporate human resources department.Do clerical, hourly and salary payroll and personnel records to insure completeness, accuracyand timeliness.Record accurate and timely vacation, sick and other employee logs as needed, including senioritylists. Check Ultipro on Mondays for accuracy and send exception sheet with all changes toPayroll. Coordinate all paychecks for weekly or semi-monthly distribution to employees.Coordinate with HR all benefits applications for eligible employees, including LTD, medical,life, dependent life, dental and cafeteria plan within 90 days of hire. Forward all originaldocuments to corporate human resources for processing.Process all sick time reporting forms and maintain documentation for short-term Disabilityclaims.Organize the Mooresville office operations and procedures such as typing, bookkeeping, andflow of correspondence, filing, requisition of supplies and other clerical services.Put all Safety Training in Alchemy and do training monthly with all employees throughAlchemy.Make sure all New Hires are trained before they are released to their jobs.

Enter all info into Security System to get badges for new hires.Control all badges and order new ones as needed.Take care of Security Cameras.Schedule and take minutes for all Safety Committee Meetings in Mooresville.Take minutes for Management Review Meetings for BRC certification.Do Month End and Year End Inventories.Do Plant Reconciliations monthly and forward to Quincy.Enter local wheat unloads.Compile data for purchase orders, receiving tickets and charge slips to verify information andapprove invoices for office, petty cash and other supplies and forward to AP in Quincy..Evaluate office production, revises or devises new procedures to improve efficiency ofworkflow.Formulate procedures for systematic retention, protection, retrieval, transfer and disposal ofrecords.Prepare activity reports for guidance of management.Relieve Customer Service position during absences.

QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and EXPERIENCEAssociate's degree (AA) or equivalent from two-year college or technical school; or three yearsof related experience and/or training; or equivalent combination of education and experience.On-going training to enhance position as it relates to department is required.Must be able to type with ability to utilize computer programs including word processing,performance appraisal program, spreadsheet applications such as Lotus, and DBC and be able toutilize the e-mail system.Must be detail oriented.

Must keep abreast of specific benefits and changes that affect Mooresville's hourly and salariedemployees.The position requires the need to function in a team environment and interact with all levels ofthe organization.LANGUAGE SKILLSMust have strong verbal and written communication skills, with ability to respond to bothcommon and sensitive inquiries or complaints from all employees.MATHEMATICAL SKILLSMust have the ability to add, subtract, multiply and divide in all units of measure, using wholenumbers, common fractions and decimals. Ability to compute rates and percentages.REASONING ABILITYMust have the ability to analyze and interpret general business periodicals, professional journals,technical procedures or governmental regulations. Ability to apply common sense understandingto carry out instructions furnished in written, oral or diagram form. Ability to interpret a varietyof instructions furnished in written, oral, and diagram or schedule form.TRAININGAbility to utilize computer programs including e-mail, word processing, and spreadsheetapplications such as Excel, and order entry system. Ability to review process and determine bestapproach or fix/solutions to increase efficiency in the role.OTHER SKILLS and ABILITIESMust arrive to work on time. Strong relationship building skills with a focus on customersupport, communication, and team building. Ability to work independently and cooperativelyacross functions.PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Willingness to cooperate with peers to accomplish work assignments and maintain effectiveworking relationships; demonstrate respect and consideration for others' opinions; contribute tothe overall task of the team. Will follow Company policies, procedures and work rules. Whileperforming the duties of this job, the employee is regularly required to sit; use hands to finger,handle or feel objects, tools, or controls; and talk or hear. Specific vision abilities required bythis job include close vision, distance vision, and the ability to adjust focus.WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this

job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.FOOD SAFETY / SECURITY REQUIREMENTS: The Company is committed to producing and delivering defect-free products. To ensure this, allemployees are required to be trained on and adhere to the Good Manufacturing Policies set forthby the Company as they pertain to personnel practices, equipment, and facilities. It is also vitalthat all employees be aware of the work environment and when possible, prevent accidental orintentional adulteration of products produced at this facility. As a result any employee has aright to put product on hold if they have a concern. At the plant level, only the QualityAssurance Manager and General Manager have the authority to release product on hold.

Keywords: Bay State Milling, Charlotte , Administrative Assistant, Administration, Clerical , Mooresville, North Carolina

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