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Administrative Assistant II

3 months ago

Kohler, United States KOHLER Full time

Administrative Assistant II

Work Mode: Onsite

Location:  Onsite at Kohler, WI

Opportunity

Under the direction of the Sr. Manager-Maintenance & Campus Services, will perform detailed work to support the department leader and all skilled trades departments across campus with required record keeping and all other office functions.

Specific Responsibilities

  • Create and maintain correspondence, memorandums, department records and reports generated for the Maintenance & Campus Services department leader. 
  • Make recommendations and implement office productivity improvements.  Utilize lean techniques and eliminate non-value tasks.  Identify, define, and implement standardized processes to be used in all departments.
  • Support personnel with outside vendor training, using corporate p-card for payment.  Assist with travel arrangements, by connecting personnel to the travel website, applying for company credit card and AVIS registration. 
  • Prepares routine reports and maintains records deemed necessary by Kohler Company procedures and Maintenance supervision (Reports: Cost Savings, Grievances, Job Postings, and Departmental Training, etc.).
  • Schedules meetings and appointments as required by the Maintenance & Campus Services department leader.
  • Open, sort, and distribute mail.
  • Maintain all department filing systems. 
  • Maintain and post safety slides, department updates and personnel slides to the division TV monitors in maintenance group.
  • Create, update, and maintain all Maintenance Job Descriptions (Administrative Exempt, Administrative Non-Exempt, Factory Exempt and Factory Non-Exempt).
  • Update and maintain files for all Maintenance Grievances received from the Local 833 union hall, as well as entering responses to each grievance.  Set up meetings as requested by the Chief Union Steward or Maintenance & Campus Services department leader to periodically review and discuss settlement of the grievances.
  • Assist the Maintenance & Campus Services department leader in the completion of Expense Reports upon return from business travels.
  • Webmaster for the Maintenance Division SharePoint site.  Receive, convert, and publish all procedures pertaining to the Maintenance Division for use of all Kohler associates.  Our site currently contains subsections as follows:  Maint Stores, Safety, Training, Tooling, Central Shops, Buildings & Grounds, and Skilled Trades.
  • Administrator of all Maintenance Skilled Trades staffing requirements.  This involves updating and maintaining a file for all openings, generating, and posting the opening throughout all Maintenance departments, entering the results of the postings, and distributing this information to Corporate HR, the Chief Union Steward, the Labor Relations and the area where the opening originated.  Continue the process and follow the posting through until someone staffs it.  Finally, update the file to portray the completion of the staffing requirement. 
  • Maintain and track all skilled trades personnel records including (testing, tuition, certifications, personnel rosters, transfers, promotions, terminations, retirements, layoffs, etc.)
  • Maintain and process the Assessment webapp and process wage increases for manufacturing associates as required.
  • Proficient use of the Business Enterprise System (SAP) for generating Maintenance Personnel Rosters, Seniority Personnel Listings, updating all Maintenance personnel information, and any other purpose as requested by supervision.
  • Purchase office supplies through the internet using Enterprise Buyer software for the office.
  • Log all purchases made, retain receipts, and reconcile monthly statements for the US Bank Procurement Card.  Reconcile P-card and HRE card charges for Sr. Manager – Maintenance & Campus Services & Fleet Manager.
  • Create forms for corporate and/or Maintenance use to make jobs more efficient.
  • Support skilled trades recruiting team by assisting with the administration of technical tests for internal candidates, downloading test scores, updating the recruiting spreadsheet, monitoring candidate progress and creating new hire MOU’s as required. 
  • Support Fleet Management team by performing administrative tasks as needed.
  • Special projects and other duties assigned by the Sr. Manager – Maintenance & Campus Services.

Skills/Requirements

  • High school diploma is required. 
  • A certificate or degree in an administrative field desired. 
  • The candidate must have a proficient knowledge of Microsoft Office/Windows (Excel, Word, and PowerPoint). 
  • A working knowledge of MS- Access is desired.
  • Proficient keyboarding skills are required. 
  • Proven ability to multi-task and prioritize is necessary. 
  • The individual must be self-motivated and capable of working independently with minimum direct supervision. 
  • A minimum of two to three years’ previous experience in administrative support and or customer service is preferred.

#LI-JH1

#LI-Onsite

The hourly range for this position is $19.95 - $24.95. The specific hourly rate offered to a candidate may be influenced by a variety of factors including the candidate’s experience, their education, and the work location. Available benefits include medical, dental, vision & 401k.

Why Choose Kohler?
We empower each associate to #BecomeMoreAtKohler with a competitive total rewards package to support your health and wellbeing, access to career growth and development opportunities, a diverse and inclusive workplace, and a strong culture of innovation. With more than 30,000 bold leaders across the globe, we’re driving meaningful change in our mission to help people live gracious, healthy, and sustainable lives.

About Us
It is Kohler’s policy to recruit, hire, and promote qualified applicants without regard to race, creed, religion, age, sex, sexual orientation, gender identity or expression, marital status, national origin, disability or status as a protected veteran. If, as an individual with a disability, you need reasonable accommodation during the recruitment process, please contact kohlerjobs@kohler.com.  Kohler Co. is an equal opportunity/affirmative action employer.