OPERATIONS ADMINISTRATIVE SPECIALIST

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Provides administrative support to the Operations area. Assists in coordinating and completing special projects. Transcribes, composes, and creates letters.

Creates and maintains spreadsheets. Performs other administrative duties as needed.

• Works with the Operations team to assist, organize, and oversee various internal and external projects.
• Assists with invitations, preparation of needed materials, training, and other details to ensure the successful execution of the meetings and events.
• Breaks down data and researches and analyzes various production and operations data relating to efficiencies, safety, and quality.

Analyzes production data (, efficiencies and numbers on production lines, deviations, equipment downtime, safety) and metrics from spreadsheets and systems and creates and updates spreadsheets and reports.

• Attainment reports - reviews, make corrections, and updates.
• Works with Ops recovery teams by providing data and support.
• Coordinates the Production continuous improvement program to ensure projects stay on task and are implemented by the due date.

Ensures all projects are tracked and owners assigned, follows up on status updates and communicates updates to production management.

Manages and coordinates employee locker and smock programs. Updates locker assignment reports; ensures smocks are ordered promptly;

track locker assignments and smocks and updates spreadsheets; audits and ensures vendor bills are accurate and processed promptly.

Oversees the Individual Driving Excellence and Advancement program (IDEA) to ensure timely follow-up with IDEA senders and implementation of IDEAs.

Ensures all IDEAs are tracked and assigned owners; follows up on status updates; and communicates with IDEA senders. Ensures the IDEA tracking spreadsheet is updated and current.

• Backs up the Assistant Buyer, site-specific. Orders supplies, generate POs and ensures invoices are paid.
• Maintains, reconciles, and processes Expense Reports for management.
• Supports a culture of safety, participation in the safety program, and administrative support for the quarterly safety luncheon as needed.
• Complies with safety and GMP requirements.

SAFETY RESPONSIBILITY STATEMENT

Supports a culture of safe production and operations and exhibits safe work practices. Actively participates in the safety program by engaging in safety activities.

Effectively provides and accepts constructive peer-to-peer feedback on safety performance. Adheres to policies, procedures, SOP’s, safe work practices, and safety policies and procedures.

Reports ALL workplace incidents to supervisor immediately. Communicates concerns to supervisor, reports hazards, and provides input on prevention.

Properly uses, wears, and stores Personal Protective Equipment when required. Participates on safety teams and / or completes safety-related activities as part of regular job responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skill, and ability required.

Reasonable accommodations will be made to enable individuals with disabilities to perform essential functions.

EDUCATION and / or EXPERIENCE

• Associate degree (A. A.) from a two-year college OR two years at a college OR three (3) years related experience and / or training or equivalent combination of education and experience.
• Intermediate skills in Microsoft Outlook, Word, Excel (Macros, Pivot Tables, advanced formulas), PowerPoint, and Smartsheet.

PERFORMANCE ABILITY

Strong ability to analyze data and create and update spreadsheets, reports, and presentations on operations' efficiencies, safety, and quality.

Intermediate skill level in Microsoft Outlook, Word, Excel (Macros, Pivot Tables, advanced formulas), and PowerPoint is required, as well as the ability to synthesize data and put it into reports and graphs for users.

Strong collaboration and interpersonal, verbal, and written communication skills are needed to work effectively with others.

Ability to communicate effectively with others; excellent attention to detail and proofreading skills; and demonstrated high quality of work.

Strong time management skills; ability to prioritize, organize projects, and calmly handle multiple tasks simultaneously in a fast-paced environment.

Maintains confidentiality of data. Demonstrates a strong sense of urgency and flexibility to change tasks frequently as business requires.

Leads by example, act as a role model, models NOW’s core values, tenets, and servant leadership, and assumes responsibility for actions.

Consistently follows all company policies and procedures, including all safety policies and procedures.

JUDGEMENT

Ability to make good decisions, exhibit sound and accurate judgment, include appropriate people in the decision-making process and make timely decisions.

Must maintain confidentiality of data and information.

ORGANIZATIONAL SKILLS

Ability to prioritize and plan work activities, integrate change smoothly, work in an organized manner, and develop and prioritize practical goals and strategies.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

Ability to write reports, business correspondence, and procedure manuals. Ability to communicate effectively, speak clearly, listen, and get clarification.

Ability to respond to requests and questions professionally and promptly.

OTHER SKILLS AND ABILITIES

• Ability to work extended hours, including offshifts and weekends based on business needs.
• 5 - 10% travel, including travel by plane, may be required.

PROBLEM-SOLVING

The ability to identify problems promptly, gather and analyze information skillfully, and develop alternative solutions is essential.

The ability to offer workable solutions to issues is also essential.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

PHYSICAL DEMANDS

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is regularly required to work at a desk, write, and enter information into a computer.

The employee is frequently required to communicate in person, by email, and by telephone. The employee is occasionally required to move from place to place within the facility or outside travel.

Specific vision abilities this job requires include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

When on the Production floor :

• Exposed to herbal aromas, dust, and / or airborne particles, some classified as allergens or irritants.
• Exposure to ingredients (powders and liquids), mixes (powders and liquids), equipment, and packaging.
• Exposed to all the FDA designated major food allergens (Milk, Eggs, Fish, Crustacean shellfish (, crab, lobster, shrimp), Tree nuts (, almonds, walnuts, pecans) except for peanuts, Wheat and Soybeans, Sesame.
• The noise level in the work environment is usually moderately loud, and in some areas where louder hearing protection is required.
30+ days ago