Administrative Assistant

3 weeks ago

Minneapolis, United States Synectics Inc Full time
Job DescriptionJob Description

Description:

  • Responsible for accurately creating and revising nuclear control documents.

  • Their primary duties include adhering to specific formatting guidelines and approved templates for these critical documents.

  • Training and Onboarding: must complete all mandatory training to onboard as a nuclear employee, which includes a full nuclear background check to gain access to sensitive data. Additional training on the process and standards for typing and handling nuclear control documents

  • Document Creation and Revision: creating new nuclear control documents using standardized templates and revising existing documents in line with predefined formats.

  • Precision and attention to detail are critical, as these documents must follow strict regulatory standards.

  • Provide feedback on document processes and accept constructive feedback to improve the quality of their work.

  • Document Typing and Formatting: Ensure all documents adhere to nuclear control standards and templates.

  • Process Adherence: Follow documented processes and job aids meticulously.

  • Collaboration: Engage in constructive discussions and feedback with colleagues to address issues in their work.

  • Multitasking in Multiple Systems: Proficiency with SAP, SharePoint, Adobe, Microsoft Word, and potentially Visio, depending on document requirements.

  • Attention to Detail and Place-Keeping: Maintain high accuracy, with the ability to proofread as an added benefit (though not required).

  • Managing and completing document revisions or typing activities as assigned within the SAP system, specifically under the "Management of Change" (MOC) process.

  • This role is largely focused on handling document change requests from various departments, such as emergency planning or security, which require updates to nuclear control documents.

  • Task Assignment: Activities come into a queue within SAP, where the team works collectively. If a new task is picked, the individual reassigns the activity to themselves, ensuring the team knows they're working on it.

  • Document Review and Changes: opens the activity in SAP and reviews the PDF markup to evaluate the required changes. They access the original Word document from SharePoint, which stores all source files. They "check out" a copy, make edits in the work-in-progress area, and then save the updated document.

  • File Update and Approval Process: Once edits are complete, the document is saved, and a new PDF version is generated. This new PDF is uploaded into the "Procedure Change Request" (PCR) section within the MOC system in SAP.

  • The individual marks the activity as completed in PCR, signaling that the document is ready for review and approval.

  • Responsible for updating documents efficiently, following procedural guidelines, and ensuring each step in the document change workflow is completed accurately and consistently.

  • Working with key stakeholders from the security and emergency planning teams, who may request document updates or new typing tasks.

  • They will work closely with other typists, procedure writers, and key stakeholders across security and emergency planning teams, requiring the ability to both provide and receive feedback constructively.

  • Work collaboratively with teammates dedicated to supporting document revision tasks.

  • An individual contributor in that they are responsible for completing assignments within their queue.

  • Supporting typing activities for the Monticello Nuclear Generating Plant, the Prairie Island Nuclear Generating Plant, and the nuclear corporate office in Minneapolis. This involves cross-site collaboration to ensure that all required nuclear control documents are completed accurately and consistently.

Qualifications:

  • Proficient in SAP, SharePoint, Adobe and have expert MS Word skills/knowledge. May work in VISIO as well.

  • Microsoft certification would be nice to see to demonstrate proficiency.

  • Detail-oriented candidates interested in contributing to essential nuclear operations within a company that values safety, innovation, and collaboration.

  • Strong proficiency in Microsoft Word, including advanced knowledge of templates, formatting, and document structuring. This expertise is essential for creating and revising complex control documents according to strict nuclear industry standards.

  • Attention to Detail for Accuracy and Quality: A meticulous eye for detail is critical to ensure the accuracy, quality, and integrity of each document.

  • The role requires adherence to high standards, as these documents play a crucial role in nuclear safety and compliance.

  • Experience with Document Review and Editing: experience in word processing, legal document review, or editing roles, as these positions require a solid foundation in document handling, revision, and quality control processes.

  • Ability to Follow Procedures and Processes Verbatim: This role involves working within a highly regulated environment, where following established procedures and processes precisely is mandatory.

  • Candidates should be comfortable adhering to documented workflows and job aids without deviation.

  • Effective Communication and Team Collaboration skills

  • 2-4 years of prior experience in word processing, legal document review, or editing roles

Benefits:

Healthcare Insurance: Synectics offers eligible employees and their dependents healthcare coverage through BlueCross BlueShield of Illinois. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics. Premiums are subsidized by Synectics.

Dental Insurance: Synectics offers eligible employees and their dependents a dental plan through MetLife. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.

Vision Insurance: Synectics offers eligible employees vision insurance through VSP. Eligibility begins on the 1st day of the calendar month following 60 days of continuous full time employment with Synectics.401(k) Plan: The Synectics Inc. Investment Savings Retirement Plan. Synectics offers all employees who are 21 years of age or older the opportunity to invest in the 401(k) Plan on the first enrollment date that is at least 30 days after employment begins. Enrollment dates are each January 1st, April 1st, July 1st, and October 1st.

Technical Certification Bonus: Synectics is pleased to award its employees a bonus of up to $500 for an approved professional certification. In determining the bonus amount, Synectics will consider the cost of the test(s) for any certification relating to your current position, achieved during your employment with us. Only one Certification Bonus per calendar year may be awarded per employee. Only current, active employees will be eligible to receive this bonus. It will be awarded 90 days after the Synectics office has received documentation confirming the successful completion of the certification.

Synectics is an equal opportunity employer.

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