Plant Administrative Assistant

This role is responsible for administration activities to support the Plant Leader for the Latex/Binders production plant as well as the timekeeper focal point.

Plant Administrative Assistant Responsibilities

• Ordering and management of basic supplies. Preparing cost overviews & evaluations from SAP. Basic admin / general office duties including:  organizing conference rooms and catering on demand; day-to-day communication is with peers and subordinates on behalf of the leader.  Responds to routine correspondence (letter and/ or email) using Microsoft Master Suites, and receives and directs visitors to appropriate personnel.  Good understanding of site/office and safety requirements and can provide guidance regarding site requirements to visitors, customers, new employees, etc.
• Organizes and maintains correspondence files and records; follows up on pending matters independently; responds to fairly routine questions and furnishes information to others on behalf of leader; schedules appointments and coordinates arrangements for meetings and conferences; prepares letters and memoranda for leader's review; prepares regular reports including the gathering and summarizing the data; prepares presentations using the appropriate software for word processing, graphics, and spreadsheets. Makes or assists in making travel arrangements.                                                
• Independently organizes & schedules appointments and makes arrangements for meetings, conferences, and travel. 
• Communicates leader's instructions or desires to various individuals and/or departments on behalf of leader; furnishes and obtains information from other leaders and/or professionals; maintains supervisor's appointments calendar; prepares routine letters and memoranda for leaders' signature; prepares special reports including gathering, organizing and summarizing data; organizes and expedites work flow through leader's office;  organizes and prepares moderately complex documents requiring the integration of multiple office technology and software applications; follows up on pending matters independently; organizes and prepares documents for integrative office management; compiles correspondence, reports and presentations.      
• Coordinate review, reconcile, follow up/resolve disputes and payment of bill
• Coordinate/track all local license / registration
  
• Supports on-boarding of new employees    
• Focal point for Accounts Payable (APAY) processes
• Coordinate office / site services: mail services, janitorial, canteen, receptionist, shuttle service, security, IT support, lawn maintenance, snow removal  

Timekeeper Focal Point Responsibilities

• Timekeepers are the expert for their areas of responsibility or location for Time and Attendance related topics
• As new employees are hired, they will be responsible to guide the new employee to training and follow up with the employee as they enter time for their 1st two payrolls as a Trinseo employee
• They will ensure the new hire shows up in Time and Attendance
• Timekeepers will add the new hire’s schedule into the system. They will receive this schedule from the leader of the employee
• If requested by leader, will have the ability to change/update an employee’s schedule in the system
• Act as a liaison between employee, HR and leaders and Focal Point Timekeeper
• Can run reports requested by Leader
• Timekeepers will be responsible to perform audits and reviews to ensure proper sign off and updates have occurred. Timekeepers see discrepancies, they are to work with the employee or leader to correct before payroll deadline
• Timekeepers will ensure that all employees are accounted for and that time accurately reflect hours worked
• If required, the timekeeper may need to verify with leaders overtime hours or missed hours, both paid and unpaid.
• Accept and submits timecards for processing by the payroll deadlines established (Not sure if this will be required with new system)
• Provide “troubleshooting” assistance to employees, and leaders regarding coding of hours worked
• Timekeepers will not have responsibility or ability to change an employee’s time card. This can only be done by the employee or leader of the employee.

Education - Minimum high school diploma/GED or equivalent.  A college degree is helpful, but not required. 

Experience - Experience of 6-8 years in a similar position is essential.

/ Skills

Special knowledge / Skills -  Advanced office skills including Microsoft Applications and ERP (SAP), Ability to multi-task and prioritize work activities, Experiences in EDMS, file share management etc.

Previous Timekeeping experience using a system driven database strongly preferred.  WorkDay Timekeeping experienca a plus.