Administrative Assistant, Manufacturing

2 weeks ago

Oakbrook, United States Blistex, Inc. Full time
In-Person Position at Oak Brook, IL Location

7 AM - 3:00 PM

JOB SUMMARY

The Administrative Assistant, Manufacturing is responsible for performing routine tracking and analysis to support Operations. He/she prepares presentations to report findings to the manager by executing production Performance spreadsheets, creating associated graphics as well as maintaining outside agency time sheets, training records, and completing Statistical Process Control (SPC) administration. He/she also completes a variety of other general clerical duties for the Production Department.

ESSENTIAL JOB FUNCTIONS

1. Compose and prepare routine correspondence for the Senior Manager, Production & Compounding, and Production Supervisors for signature.

2. Establishes and maintains a variety of files and records.

3. Maintains outside agency time sheets, training records, and verifies agency invoices.

4. Maintains hourly planning values for production floor and periodically re-calculates hourly averages to assure accurate planning.

5. Serves as SPC (Statistical Process Control) Administrator responsible for setting up new users, adding new deals, editing, or deleting users and deals, changing, or resetting user's passwords, printing, and tabulating.

6. Arranges meetings and conferences. Records approved PTO requests into the shared Outlook calendar.

7. Enters production times, quantities, and downtime into the Production Performance spreadsheets, creates end-of-month summaries of the Production Performance spreadsheets, graphs the results, and uses monthly summary data to create and graph six-month data.

8. Organizes, maintains, and updates sample cabinets and related inventory database.

9. Prepares, records, and distributes all cost-transfer requests, including breakdowns and scrap.

10. Maintains and organizes office supply inventory and facilitates requisitions for the Production and Production Maintenance Departments.

11. Designs new forms and/or MS Access databases, as needed.

12. Controls Production area Marquee.

13. Updates Production Maintenance's MP2 (scheduling) database.

14. Distributes incoming and outgoing Production mail.

ADDITIONAL RESPONSIBILITIES

1. Provides support role to Production Control Facilitator, and Switchboard relief as needed due to absence.

2. Prepares shipping and chemical labels for the Compounding Department.

3. Prepares documentation for out-going mail and packages.

4. Performs and assumes other duties and responsibilities, as may be required by the Senior Manager, Production & Compounding.

5. Supports the Winner's Circle and Blistex Quality processes.

REQUIRED EDUCATION, EXPERIENCE AND SKILLS

1. A high school diploma or equivalent is required; plus, some additional specialized training.

2. The knowledge and skills required for this position are typically acquired in 1 to 2 years of experience in an office environment. Knowledge of modern office methods and procedures, such as filing, telephone techniques and office equipment.

3. Ability to type 50-55 WPM.

4. Computer literate in a Windows environment (Microsoft Word and Microsoft Excel) proficiency is required. Experience with Microsoft Access is beneficial.

5. Effective interpersonal skills are required to interact with various levels of internal and external customers.

6. Excellent telephone etiquette skills.

7. Ability to follow written and verbal instructions.

8. Ability to learn and apply accrued knowledge of standard Production Department's procedures and file systems.

9. Experience in a Manufacturing environment is preferred.

10. Ability to work independently and meet deadlines on a multitude of concurrent tasks.

11. Good oral and written communication skills of business English.

12. Must possess good organizational ability.

13. Ability to prepare detailed and accurate documentation.

14. Good math aptitude and strong analytical skills are required.

15. Must be discreet with confidential information of which he/she has access.

16. Willingness to accept other duties, as assigned.

17. Good oral and written communication skills (spelling, grammar, and punctuation, etc.).

18. Ability to use office machines and e-mail quickly and effectively.

19. Must possess the ability to develop and maintain an effective working relationship with internal and external customers, function as a team player, accept constructive criticism from management, and comply with Company policies.

PHYSICAL DEMANDS & ENVIRONMENT

1.This position requires the individual to Stand or Walk up to 33% of the time. This position requires the individual to Sit, Talk or Hear, and use hands to Finger, Handle or Feel 66 to 100% of the time. This position requires the individual to reach with hands and arms 33 to 66% of the time.

2.This position will require the individual to lift up to 10 pounds 33 to 66% of the time.

3.The vision requirements for this position includes close vision of 20 inches or less; distance vision of 20 feet or more, color vision (ability to distinguish between colors), peripheral vision (ability to see up, down, left, right while eyes are fixed on a given point), depth perception (3-dimensional vision), and ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

4.This position has no exposer to measurable environmental hazards or conditions.

5.The noise level for this position will be moderate noise (Ex: Business office equipment, computer printers, production machinery, light traffic).

6.Overtime requirements are dependent upon departmental demands, inclusive of weekend hours.

7 AM - 3:00 PM

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