Administrative Assistant

Classification:

Exempt

Reports to:

Continuous Improvement Specialist

Department:

COS

Location:

Smithfield, PA

Job Title:

Administrative Assistant

Revision Date:

January 6th, 2023

Job Summary

This position supports organizes and coordinates office operations to ensure organizational effectiveness and efficiency. This position will primarily, but not exclusively, be providing support to the management team with priority being COS, EHS and ISO14001 functions at the Smithfield facility. The position will maintain office operations, supplies, and equipment as well as update databases and assist with processing of data generated from various initiatives. The individual in this position acts as a liaison between the COS/EHS groups and the other departments at the Smithfield plant.

Duties and Responsibilities:

• Provides support for and occasionally leads COS activities (5S, problem solving, Kaizen events, Idea Generation, etc.)
• Provides support for EHS activities (Document management, training, etc.)
• Completes data entry tasks for COS and EHS initiatives (SQDC metrics, process data, EHS related data, etc.).
• Maintains supplies for COS and EHS groups by checking stock to determine inventory levels.
• Acts as back up for the Continuous Improvement Specialist and/or EHS Coordinator when
• Provides ISO14001 awareness training for new employees if needed.
• Enhance organizations reputation by accepting ownership for programs and exploring opportunities to add value.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate person(s) according to their needs.
• General clerical duties such as filing, typing, etc.
• Other duties as assigned

Required Skills/Abilities/Knowledge:

• Knowledge of COS framework, modules, and techniques.
• Knowledge of administrative and clerical procedures and systems.
• Effective written and verbal communication skills.
• Time Management and organizational skills.
• Strong problem-solving skills.
• Strong knowledge of MS office products. (Excel, Word, Outlook, Teams, and Visio).
• Knowledge of ISO14001 framework, activities, and requirements.

Competencies

• Teamwork
  • Builds trust with others by encouraging open dialogue and Seeks diverse perspectives to create stronger solutions via use of "humble inquiry".
• Managing Change
  • Able to keep on track despite difficulties or barriers that may be Addresses conflict to find common ground solutions. Apply COS techniques to facilitate, document, and manage changes in work cells, procedures, and processes.
• Continuous Improvement
  • Retains a mindset of always striving to make things Applies continuous improvement tools and processes to every aspect of the role. Participates and supports in continuous improvement activities with eventual goal of leading same types of events in the future.
  • High desire to positive change in processes by applying Lean tools and techniques.

• Customer Focus
  • Listens to understand the needs of customers (internal and external). Builds trusting

relationships and seeks innovative solutions for all customers. Always has the customer's needs at

top of mind to ensure value is derived from improvement activities.

• Continuous Learning
  • Understands individual strengths and opportunity areas and seeks development opportunities to leverage strengths and lean into opportunity areas. Open to both giving and receiving feedback. Emphasis on learning to use and apply Lean tools and techniques with additional focus on developing facilitation skillsets. Has a drive for achieving results and seeking out knowledge to improve skills.
  • Always has a sense of urgency to solve problems with actions. Seeks to align goals with attainment of organizational Has a strong sense of ownership and personal accountability for actions taken and initiatives which are being supported/managed.

Education and Experience:

• High school diploma or
• Three to five years of office
• Exposure to use of Lean tools.

Equipment Used:

• Standard office equipment, computers, flip charts.

Working Conditions:

• Office Environment
• Monday - Friday, 7 am - 4:00
  • Occasional adjustments in schedule to accommodate activities on off shifts.
• Overtime may be required if workload

Travel Requirement:

• Minimal travel is required for this

Physical Requirements:

NEVER

OCCASIONALLY

FREQUENTLY

CONTINUOUSLY

(0-30%)

(31-60%)

(61-100%)

LIFTING OR CARRYING

• 1-10 LBS

X

• 11-20 LBS

X

• 21-40 LBS

X

• 41-50 LBS

X

• 51 OR MORE LBS

X

PUSHING OR PULLING:

• 1-40 LBS

X

• 41-50 LBS

X

• 51 OR MORE LBS

X

BENDING OR STOOPING

X

REACHING ABOVE SHOULDER LEVEL

X

DRIVING AUTOMATIC EQUIP. VEHICLES

X

OPERATE MACHINERY OR POWER TOOLS

X

CLIMBING (LADDERS, STAIRS, ETC.)

X

WALKING

X

STANDING

X

SITTING

X

WORKING IN EXTREME TEMPERATURES

X

REPETATIVE MOTION INCLUDING BUT NOT LIMITED TO:

WRISTS, HANDS AND/OR FINGERS)

X

VISION

X

HEARING

X

DEXTERITY

X

NEVER

OCCASIONALLY

FREQUENTLY

CONTINUOUSLY

(0-30%)

(31-60%)

(61-100%)

HAND EYE COORDINATION

X

Personal Protective Equipment (PPE) Used:

• Steel toed shoes, foam rimmed safety glasses, hearing protection.