Admin Assistant Mine Maintenance

4 weeks ago

Miami, United States Capstone Mining Full time
Job DescriptionJob Description

Job Title: Mine Maintenance Administrative Assistant

POSITION PURPOSE

Reporting to the Superintendent Mine Maintenance, the Mine Maintenance Administrative Assistant is responsible for office administrative duties, including filing paperwork, maintaining and ordering supplies, submitting purchase requisitions, entering service entry sheets to authorize payment on services received, interacting with vendors and contractors, submitting repair notifications, submission of employee expense reimbursement requests, posting department-level communications, entering and maintaining data, and regularly completing accurate and time-sensitive reports based on the needs of the Mine Maintenance Department. Safely conducts administrative duties complying with Mine Maintenance Department schedules and plans in accordance with the relevant laws, regulations, standards, and operating procedures. Ensures compliance with conditions of the collective bargaining agreement under the direction of the Employee Services Department. Responsible for supporting the Mine Maintenance Department front-line leadership in completion of all production, time, attendance, safety/incident, and shift reporting as required.

REPORTING TO:

Superintendent Mine Maintenance

COLLABORATING WITH

(Key departments, External Groups):

Internal:

  • Superintendents and Supervisors
  • Maintenance and Operations personnel
  • Corporate Representatives

External:

  • Consultants, contractors and suppliers

PEOPLE REPORTING TO THIS POSITION

(Name of Position):

  • None

POSITION RESPONSIBILITIES

  • Ensure employees are working in compliance with all Pinto Valley Mine and MSHA safety guidelines and procedures
  • Ensures department compliance with the CBA in accordance to directions provided by Human Resources Department
  • Ensure that all employees and contractors are certified to execute their assigned tasks
  • Manage reporting requirements and filing of quarterly shifter meetings for the department including notes/minutes and action logs
  • Maintain all forms on the “X” drive, Sharepoint, and physical locations as required
  • Perform work with meticulous attention to detail
  • Work independently in a time-sensitive environment
  • Effectively communicate with employees and management
  • Research and resolve issues as required and ensure all company policies are followed
  • Distribute information, reports, and notices
  • Maintain noticeboards and other department-level communications
  • Provide administrative support to the Mine Maintenance Department and collaborate with other Department Administrative Assistants
  • Maintain and monitor crew timesheet accuracy for distribution to payroll
  • Process Purchase Requisitions and Service Entry Sheets
  • Maintain department-level inventories for tools, personal protective equipment, office supplies, consumables, hygiene items, and miscellaneous supplies
  • Establish and maintain accountable and accurate filing of all sensitive and required paperwork
  • Perform monthly inspections to ensure fire extinguishers are punched, the eye wash station is in compliance, and electrical connectors are properly ground checked and current, and monitor the area for hazards. Submit notifications for necessary repairs or maintenance in the offices.
  • Behave in a way that demonstrates support of Capstone’s Vision and Values: Accountability, Safety, Excellence, and Caring
  • Responsible for but not limited to all tasks/duties assigned or required

POSITION REQUIREMENTS

Knowledge

  • 1-3 years experience in administrative support roles or 1 year of experience working in an administrative support role in a mine operations/maintenance environment

Key Competencies / Skills

  • Ability to communicate and work with the Superintendent of Mine Maintenance and their direct reports
  • Intermediate computer skills with the Microsoft Office Suite, with high-level or expert experience in Excel
  • Familiarity with working in a union environment is a plus
  • Familiarity with payroll and timekeeping
  • Valid Arizona Driver's License
  • Able to speak, comprehend, read, and write English
  • Experience with SAP is preferred, but not required.

WORK ENVIRONMENT

100% of the Administrative Assistant’s time will be spent in the office

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