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Safety Administrative Assistant

Company: VIVA USA INC
Location: Waterloo
Posted on: February 16, 2020

Job Description:

Req Ref No: JNIAAA24-22Location: Waterloo, IADuration: 15.0 monthsDescriptionDescription:Strong organization skills & work ethic Self-starting Good problem solving skills Strong Excel/database knowledge/experienceSafety Administrative Assistant:Performs a full range of administrative support duties, typically in support of a middle-to upper-level manager.Facilitates work flow through a manager's office.Develops reports; may perform a variety of duties commensurate with this level, e.g., respond to problems similar to a Customer Service Representative, coordinate events/functions, process documents, input data and orders, department purchases; and may receive project work consistent with the skills and skill level found in the job's other work.Duties:Drafts and types standard letters and memoranda from specific instructions and prepares documents for distribution.Maintains and updates established web sites with the assistance of basic web publishing software applications.May maintain databases, systems applications or files to ensure accurate and current information is available for use by others.Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.). Gathers and summarizes data from various sources in order to complete reports and special projects.Receives and refers visitors and telephone callers within the department, ensuring that callers reach their intended destination.Processes and distributes incoming and outgoing mail, interoffice messages, faxes, and voicemail messages throughout the department.Researches, resolves and responds to inquiries/concerns from internal and/or external customers.Escalates complex issues for resolution as appropriate.Gathers or creates and maintains records or data and distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures. May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed. Creates and maintains sensitive department records; uses data to prepare letters and memoranda for supervisor's signature.Safety Administrative AssistantThe safety department administrative assistant duties will be in three primary areas:Client Safety Compliance training process.Maintain the client Safety SharePoint site andOther routine administrative duties :Administer the Safety Compliance training process across 5 locations and approximately 4000 employees.(The tasks involved in this process include the following tasks to enable achievement of at least 90% completion month and year to date)Send out via email:The monthly communication to the client Salaried Employees by Safety Dept.Detailed instructionsLink to training contentCourse assignments createdWeekly records submissionsWeekly completion reportsWeekly notifications to delinquent employees and supervisorsWeekly completion tracking reportMaintain the client Safety share point siteOther routine administrative duties include:Maintain documentation of Red/Blue TagsSafety shoe reimbursementSafety shoe mobile schedule/communicationStatus of safety audit findingsCreate the client Weekly Safety News LetterPOs check requestsPoint of contact for RX safety glasses processESO administrationManager is looking for candidates with 4 year degree in any field.SharePoint experience is highly preferred.Specific Position Requirements :Business casual dress code, will need metatarsals for first day.Position has possibility of driving the client owned Gator on shop floor after completing safety training.May also drive personal vehicle to other facilities for meetings.VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Keywords: VIVA USA INC, Waterloo , Safety Administrative Assistant, Administration, Clerical , Waterloo, Iowa

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