Administrative Assistant

Position Summary

The Administrative Apprentice III will primarily provide administrative support to the Environmental, Health, and Safety (EHS) department. This role involves organizing, scanning, and filing EHS records into the company’s record-keeping systems. The apprentice will work closely with Subject Matter Experts (SMEs) to develop and maintain safety signage, printed materials, and research issues related to consistency across the facility. This position also includes managing and maintaining the EHS database and ensuring the accuracy and organization of documents related to safety compliance.

Essential Duties And Responsibilities

EHS Documentation & Database Management:

• Organize, scan, and upload EHS-related documents into the company’s EHS database systems.
• Maintain and update the EHS database, ensuring documents are accurately created, well-organized, and easily accessible.
• Create and generate reports to track and display the status of safety-related assignments and responsibilities.
• Safety Signage & Printed Materials:
• Collaborate with area supervisors to create, edit, and update safety signage specific to different areas of the facility.
• Ensure that all safety signage meets the area-specific requirements and aligns with safety standards.
• Training Program Development:
• Assist in the creation and revision of training materials for safety programs.
• Review, evaluate, and modify existing or proposed training programs, recommending appropriate changes as necessary.
• Emergency Response Aids:
• Prepare and distribute emergency response materials, including instructional content, handouts, maps, and visual aids, for site personnel.
• Research & Issue Resolution:
• Act as a resource to investigate and resolve any signage or documentation issues.
• Collaborate with SMEs to ensure that materials and signage are consistent with company standards.
  
  

Additional Responsibilities

• Perform other administrative tasks and duties as assigned to support the EHS department and ensure safety compliance throughout the facility.
  
  

Knowledge & Skills

Organization & Attention to Detail:

• Ability to organize and manage large volumes of documents and information.
• Strong attention to detail to ensure all safety documentation and signage is accurate and well-maintained.
  
  

Technical Skills

• Proficiency in using company EHS database systems and standard office software (e.g., Microsoft Office Suite).
• Ability to create and modify training materials, reports, and visual aids.
  
  

Communication & Collaboration

• Strong verbal and written communication skills to effectively work with supervisors, SMEs, and other team members.
• Ability to work independently and collaborate effectively in a team environment.
  
  

Education

Minimum Qualifications, Education & Experience:

• High School diploma or equivalent required.
• Additional coursework or certification in administrative support, safety, or related fields is a plus.
  
  

Experience

• Previous experience in administrative support, safety programs, or database management is preferred but not required.
  
  

Skills & Abilities

• Familiarity with safety regulations and standards is a plus.
• Ability to adapt to new software or database systems quickly.
• Strong organizational skills and the ability to handle multiple tasks simultaneously.
  
  

Education: High School

Skills: database management,clerical skills,database systems,communication,attention to detail,office,collaboration,proficiency in microsoft office suite,administrative,organization