Administrative Specialist

Responsibility & Authority

The Administrative Specialist is responsible for providing support to managers, engineers, supervisorsand customers by gathering, auditing and presenting accurate data. The Administrative Specialist gathers and analyzes project data, payroll data and data from layered process audits to establish and maintain policies, processes and procedures. The Administrative Specialist prepares various reports, charts and payroll data for customers and for management. With direction from managers, engineers and supervisors, the Administrative Specialist develops job aids, work instructions and project documents. The Administrative Specialist maintains inventories of uniforms and supplies as well as maintaining an organized office environment

Core Competencies

• Decision Quality
• Problem Solving
• Time Management
• Action Oriented
• Understanding Others
• Approachability
• Personal Learning
• Integrity and Trust
• Peer Relationships
• Listening
• Drive for Results
• Composure

Minimum Position Requirements (Skills & Abilities)

• Ability to create, read, interpret and improve charts, graphs and other data
• Ability to analyze data and spot and correct discrepancies
• Professional written and verbal communication skills
• Extensive Excel, Outlook, Word and Power Point skills
• Ability to accurately type a minimum of 60 words per minute
• Strong knowledge of payroll standards, policies, and procedures
• Strong knowledge of all Microsoft Office programs including Excel, Outlook & PowerPoint
• Strong level of professionalism and trustworthiness
• Effectively builds relationships with current and potential customers, Bluegrass leadership and team members through verbal and written communication
• Excellent attention to detail and problem solving skills
• Abides by Bluegrass’ Mission, Vision and Core Values at all times
• Follows detailed processes and completes tasks with minimal supervision
• Continually evaluates processes and procedures to improve efficiency and accuracy

Essential Functions of the Position

• Action Oriented
• Committed and responsible
• Act resourcefully and creatively and make things happen when confronted by obstacles
• Think outside the box for solutions that others might not see
• Daily data entry, charting and dissemination to customer and management
• Monitor and documents supply needs for sorting and assembly activities
• Continually leverage technology to positively impact quality and efficiency
• Operate in a fast-paced environment while multi-tasking and paying close attention to details

• Written Communications
• Communicate effectively and professionally with internal and external teams
• Assisting Site Manager, Quality Engineer and Supervisors with development of work instructions, process documents and customer data reporting requirements
• Provide assistance with daily maintenance of project documents

• Customer Focus
• Actively listen and consistently explore new opportunities to add value for customers
• Strong problem-solving skills and reasoning ability
• Serve as an ambassador for Bluegrass and for our customers
• Functional/Technical Skills
• Collecting data and creating all charts for weekly customer and management reporting
• Monitor expense reports, budget and project revenue and review for completeness and accuracy
• Accurate entry of time sheets and submit weekly payroll report to Site Manager for approval
• Operating in a fast-paced environment while multi-tasking and paying close attention to detail
• Adhere to 5S/Lean Management
• Organizing
• Maintaining office workspace, supplies and project files
• Design and implement reporting standards

Physical Demands

Administrative Specialists must be able to sit, stand, use both hands, and type for extended periods of time. The ability to work with others and alone is necessary. Administrative Specialists are required to grasp, walk and lift up to 30 lbs on occasion. Administrative Specialists typically work in a temperature controlled environment, but may be required to work in varying temperatures and in noisy production and warehouse environments. Hand/eye coordination is routinely required.

Tools and/or Equipment Used

Computers, telephone and general office equipment will be used as well as warehouse and production software.

Education

Associates or Bachelor’s Degree or equivalent experience is preferred.

Work Experience

At least 1 year of administrative and payroll experience in a warehousing or manufacturing environment is required.