Senior Administrative Assistant

JOB SUMMARY
This position is responsible to provide varied and complex secretarial and clerical support services; to organize office activities and coordinate the flow of communications for the facility; and to perform a variety of tasks relative to assigned areas of responsibility. As Export Control Liaison, this position has been designated to support the required initiatives for Export Control compliance for the organization.

ESSENTIAL FUNCTIONS
• Organize and manage the day-to-day activities of the office assuring efficiency of the office operations; coordinate communications; relieve other management of administrative detail; establish and maintain a variety of records, logs, and files related to office activities and departmental operations.
• Type a variety of materials such as reports, correspondence, forms, requisitions and memoranda, check reports, records and other data for accuracy, completeness and compliance with established standards.
• Operate a personal computer and peripheral equipment, using modern software, including word processing, database management, and spread sheets; make charts and graphs; operate a variety of modern office machines and equipment.
• Compile and interpret information from various sources and prepare reports related to departmental functions as required; perform research and special projects as assigned; assist in administering specially funded projects and department program.
• Knowledge of Oracle database.
• Must be able to read and interpret Product Criteria (PC) and Activity Instructions (AI).
• Must be able to function as a member of a team and be able to work under general supervision.
• Must be able to maintain expected quality levels.
• Comply with all site required policies and procedures including but not limited to: EHS, Quality, Code of Conduct, and the La Porte Employee Guidebook. 
*Work overtime as needed.

JOB RESPONSIBILITIES
Job responsibilities and duties may include, but are not limited to, the following:
• Maintains filing and record-keeping systems.
• Performs data entry into computer systems as appropriate. Generates and issues related reports as requested.
• Communicates with Howmet personnel at various plants.
• Compiles and interprets information from various sources and prepares reports related to departmental functions as required; performs research and special projects as assigned.
• Types and prepares a variety of materials such as reports, correspondence, forms, requisitions and memoranda, checks reports, records and other data for accuracy, completeness, and compliance with established standards.
• Schedules appointments, maintains appointment calendars for staff as needed.
• Assists in making travel arrangements as directed.
• Compiles and interprets information from various sources and prepares reports related to departmental functions as required; performs research and special projects as assigned.
• Routinely handles material of a confidential nature.
• Proficiently operates a full range of office equipment.
• Backup for EBS.
• Assists lot trace with database input as required.
• Performs other work-related duties as assigned.

The listing below is that of the Export Control Liaison’s duties. These are done in addition to those of the employee’s normal job description:
• Provides guidance and assistance to functional activities regarding Export Administration requirements and interpreting the policies and procedures for implementing those requirements.
• Assists as needed to determine when the export of any product, service, technology, material, or information requires an export license or other Government approval (DUE DILIGENCE).
• Coordination of customer/supplier plant visits regarding due diligence for export compliance (ex. Hosting persons).
• Maintains responsibility for the implementation of Technology control plans for their respective locations.
• Primary ASAT coordinator for their locations in the area of Trade Compliance.
• Assures that license recordkeeping and reporting are current and assures that provisos of all licenses and agreements are carried out over the life of the agreement/license.
• Help each divisions employees participating in international business to spot “red flags” and ask assistance from Export Control.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee is required to execute the following:
• Occasional bending, reaching, pushing and pulling when retrieving and moving various items.
• Lifting intermittently of various items. Typically, assistance would be provided for weights exceeding 35 pounds.
• Good manual dexterity to operate computer equipment and precision measuring instruments.
• Oral communication via telephone or in person while interacting with customers, suppliers, and other employees.
• Position may require more than eight hours daily and more than five days weekly to complete work assignments.
• Sitting in chairs (swivel, padded, and adjustable) for long periods while participating in meetings, when preparing reports, when developing procedures, when operating a computer and when performing miscellaneous office-related tasks.
• Squatting / crouching when retrieving stored items from lower shelves and file cabinets, making equipment / product inspections, etc.
• Standing intermittently when making presentations, performing facilitation activities, checking products, performing audits, making photocopies, etc. Standing will vary from periodically to extensively depending on the daily sequence of events.
• Operating of a motor vehicle for travel purposes.
• Visual monitoring of computer screens.
• Visual inspection and review of products for compliance to specifications. Visual viewing of processing equipment, precision measuring instruments, prints, reports, manuals, procedures and an assortment of printed items.
• Visual requirements for this position are close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• Walking within the total floor space of the plant to perform liaison and other work-related tasks.

Equipment Used:
• Computer
• Printers
• Copiers
• Calculators
• Telephone
• Fax machine
• Metering machine (mail)
• Miscellaneous office-related equipment items.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The duties of this position are performed throughout the entire floor space of HLC. Duties are performed primarily in an office setting but are occasionally performed in warehouse areas where compliance with applicable safety rules is required.

While performing the duties of this job, the employee will be occasionally required to work near moving mechanical parts and exposed to fumes or airborne particles. The noise level is moderate. During periods of travel, duties could be performed in conference centers, restaurants, places of public accommodation, modes of travel, etc.

Contacts:
Internal: This position interfaces routinely with all HLC personnel.
External: This position interfaces routinely with external customers, suppliers, contractors, community members, and businesses

Supervision:
This position supervises no other.

EHS Requirements:
• Expected to assist in the implementation of EHS Values and policy statements and accompanying principals.
• Comply with all department, facility, corporate and regulatory EHS regulations.
• Wear all required personal protective equipment (PPE).
• Report all job-related illness and injuries (per Employee Guidebook).
• Report all safety, health and environmental concerns to your supervisor in a timely manner.
• Attend all EHS training.

Quality Statement
The products we manufacture are used in important industries - transporting goods and people; the defense of our country; critical energy infrastructure for hospitals and public safety. Livelihoods and lives depend upon the products we manufacture. What we do as an organization 
is important and the first, and best, “line of defense” against non-conforming products escaping to our customers is you. A simple message: don’t take it, don’t make it, and don’t pass it.
 

Contribution of Job:
This position contributes to the overall performance of the team within Howmet La Porte Castings on a daily basis. This position requires interaction with employees in reaching primary objectives of producing parts that not only meet but exceed customer standards and expectations. The administrative assistant is responsible for support in all areas of the facility.