Plant Administrative Assistant I

Calgon Carbon | A Kuraray Company currently has an opportunity where you can be a part of our growing team as we provide our customers with outstanding products that make the air we breathe and the water we use safe for generations to come.

Position: Plant Administrative Assistant – Bloomfield
Location: Bloomfield Plant – Bloomfield, NM

Excellent Benefits: Medical, dental, prescription & vision, HSA & retirement savings (401k) – Generous Company Match!
Perks: Incentives/bonus plans, competitive pay, dress for your day, hybrid schedules, paid time off (vacation starting at 3 weeks), tuition reimbursement, wellness programs, fun events, learning & development opportunities.

Hours of work: Mondays - Fridays, 9:00 AM - 5:00 PM, 40 Hrs/Wk: 40 hours per week; Mondays - Fridays 7:00 AM - 3:00 PM

The Plant Administrative Assistant will deal with day-to-day office requirements of the facility. This will include greeting visitors, answering general phone calls, filing documents, scheduling meetings, employee onboarding / offboarding activities and training. The Plant Administrative Assistant will also require purchasing responsibilities including small item purchases, expediting, and the receiving of invoices. The Plant Administrative Assistant will organize safety documentation, coordinate safety training notices, manage certain vendors at the plant.
Duties and Responsibilities (not limited to)

• Log in to IQ Back Office and print out daily invoices
• Give to correct person to check to make sure we did receive items on invoice once approved do GR’s in SAP and return to IQ with GR number for processing. Any invoice that is sent by mail or emailed by Vendor process and then scan and return to IQ Back Office.
• Open Enrollment: Assisting employees with yearly open enrollment as needed. Making sure everyone is enrolled by the required date
• Uniforms: Ordering uniforms from Cintas for new employee
• Meeting with Cintas every week to go over uniform cancellations - if there is anyone on short term and uniforms need put on hold. Notifying Cintas if someone is short on shirts or pants. Making sure damaged shirts or pants are turned in and replaced. If someone quits or retires making sure all uniforms are turned in and cancelled
• Short Term Disability: Issuing paperwork to employee and having them notify Cigna of reason for claim. Admin to notify HR of last full day worked and issue any signed paperwork from employee. Once employee is released to return to work let HR Dept. know the date employee returns to work
• Yearly Physicals: Scheduling annual physical and drug screen for all current employees that have been with the company 6 months or longer
• Making a schedule and posting scheduling for all new hire physicals and drug screens. Negotiating pricing with Business Fit for cost of each physical each calendar year. Processing GR once all physicals are completed and returning to IQ Back Office for payment
• Safety Manuel Update: Update policies per plant manager request and replacing old copies in safety manuals
• MSDS Sheets: Updating material safety data sheets uploading revised copies into data base and filing copies in MSDS binders located in break room
• Safety Training Tracker: Updating training tracker for monthly safety meeting. Other tasks and projects as assigned by site management.
• New Hire Set Up: Obtain job application. Have new hire come in and sign the offer letter and Cond. Of employment and background check form. Make copy of Driver License, SS Card and Birth Certificate. Send these documents and job application and all signed documents up to HR to complete background check once background cleared schedule physical and drug screen once this is cleared contact employee with the start date. Make file folder for employee documents and file in employee file cabinet. Complete checklist so nothing is missed. Enter employee into the I-9 system on first day of employment. Update employee rosters and any other documents as needed make copies and distribute to Plant Manager and Group Leaders
• Separation of Employment: An EAN will be requested by plant manager once reason and date have been determined. Complete EAN and return to HR place copy in employee file. Have employee sign Termination statement and complete exit interview this is optional. Complete separation checklist and have plant manager review. Cancel uniforms and request return of all uniforms from employee
• Campus Training and ADP: Assisting and getting new or current employee logged into ADP to complete open enrollment setting up direct deposit etc. Setting new hires up with on line Campus Training and assisting them with any questions during the training. After campus training completed making sure New Hire Checklist is complete and sent to HR
• Visitor Check-In: Greeting all incoming visitors who come into the front office. Having them sign in and take CCC pamphlet. Paging whomever they are here to see. If they are going out into the plant, get a hard hat and safety glasses
• Phones: Check voicemail daily red light on phone will indicate if there is a message. Answer incoming calls and transfer to requested employee. Take message or transfer to voicemail when someone is unavailable or out of office. Make calls to Vendors on past due orders. Answer questions from vendors on invoices. Answer emergency line 412-264-1911 for incoming calls from employees and freight pick-ups and deliveries.
• Monthly Report: Updating data for safety and employee safety and quality meeting for each month. Updating monthly staff count and keeping track of vacation sick and paid and unpaid and short term disability time. Updating department hours. Current refab balances and current inventory balances. Updating data for department measures and large monthly shipments. Scan copy to for distribution
• Monthly Safety Meeting: Posting monthly safety meeting topic and sign in sheet. Entering attendance on spreadsheet missed meetings will have make up training in December with group leaders once a schedule is sent for those who missed required training. Typing meeting minute notes and posting a copy in break room for employees.
• Sustainability: Keeping track of sustainability report for water, gas, garbage, electric, and energy usage per month keeping monthly track of usage. Also entering this information into the sustainability data base
• Weekly Vendor Report: Keeping track of items ordered from select vendors updating spread sheet weekly with current orders and delivery dates by emailing vendors weekly. Expediting and reporting
• Requisitions and Blanket PO’s: Request vendor number when setting up new Vendor. Creating requisition for Blanket PO’s for Vendors yearly and setting up new blanket PO’s for Vendors throughout calendar year. Making new file folders yearly with Blanket PO and packing current year files away in December. Filing invoices in file folders and keeping track of what is spent on each blanket purchase order for current year
  

Qualifications

• High school diploma or general education degree (GED) is required
• One year certificate from college or technical school is preferred
• Driver’s License is required
• 2-3 years Office Support is required
• 3 years of previous administration is preferred

More about Calgon Carbon, A Kuraray Company

We are a company of scientific innovators with over 205 patents. For over 75 years, we’ve been innovating solutions to the world’s emerging challenges. Since creating the first activated carbon products from bituminous coal in the 1940s, Calgon Carbon has been a pioneer in developing advanced products, systems and services for air and water purification. Calgon Carbon’s product portfolio now encompasses more than 700 direct market applications.

Headquartered in Pittsburgh, Pennsylvania, Calgon Carbon employs approximately 1,350 people and operates 20 manufacturing, reactivation, innovation and equipment fabrication facilities in the U.S., Asia, and in Europe, where Calgon Carbon is known as Chemviron.

Calgon Carbon was acquired by Kuraray in March of 2018. With complementary products and services, the combined organization will continue to focus on providing the highest quality and most innovative activated carbon and filtration media products, equipment, and services to meet customer needs anywhere in the world.

Calgon Carbon is an Equal Employment Opportunity/Affirmative Action Employer.
Minorities/Females/Individuals with Disabilities/Protected Veterans
VEVRRA Federal Contractor