What are the responsibilities and job description for the Plant Administrative Specialist position at Kuehne Chemical Company, Inc?

Job Description

Job Title : Plant Administrative Specialist

Classification : Full Time, Hourly, Non-Exempt

Location : Kearny, NJ

Department : Plant Operations

Direct Supervisor : Plant Superintendant

Job Summary :

This Plant Administrative Specialist provides various administrative, clerical, office support, and planning services essential to the plant's operations, including, but not limited to, training records management, documentation examination, ensuring compliance with applicable regulations and procedures, and analyzing and reconciling discrepancies or inconsistencies. They also assist with periodic audits and prepares preliminary and finished reports and documents. The Plant Administrative Specialist will play a crucial role in ensuring the smooth operation of our facility by providing administrative support and coordination for various mission-critical activities.

Supervisory Responsibilities : None.

Essential Responsibilities :

Administrative Support :

Assist and support company programs and initiatives within the workforce.
Manage administrative tasks such as data entry, filing, and documentation to support the efficient functioning of the facility.
Prepare reports, presentations, and correspondence for internal and external stakeholders.
Maintain accurate records and databases related to facility operations, compliance, and inventory management.
Maintain existing Standard Operating Procedures (SOP’s) by routinely reviewing and making necessary administrative updates, and in compliance with organizational standards.
Draft new forms, checklists, and SOPs based on plant necessity.
Champion the Asset Essentials CMMS program representing plant operations.
Champion the Sage X3 program representing plant operations.
Maintain the electrolyzer data reports by collecting, analyzing, and performing necessary data entries.
Maintain the Operations Training Matrix. Maintain the calendar to be compliant with the training topics. Coordinates the training activity with other appropriate trainers and keeps an organized file with the training documentation for each of the personnel.
Act as plant operations liaison to purchasing.
Organize and facilitate meetings, including agenda preparation, and minute taking.
Maintain NJ State Boiler Licensing requirements (operator renewals, testing administration, etc.).
Maintain NJ State CDL Licensing requirements for HAZMAT Team. This includes scheduling DOT physicals and sending reminders.
Maintain TWICs for the Plant Operations Team.
Draft and manage department-related Incident Reports.
Prepare and gather information as required by various internal or external auditors.
Generate and submit expense reports for plant personnel.

Coordination and Communication :

Coordinate scheduling of facility staff meetings, conferences, and training sessions.

Facilitate communication between different departments to ensure alignment and timely resolution of events or issues.

Professionally represent the company when interacting with employees, contractors, vendors, and consultants by projecting a positive company image.

Safety and Compliance :

Assist in maintaining compliance with regulatory standards and internal safety, environmental protection, and quality control policies.

Support the implementation of safety protocols and procedures by distributing information and providing logistical support for training sessions and drills.

Participate in the safety committee program.

Continuous Improvement :

Participate in process improvement activities, such as identifying inefficiencies, proposing solutions, and implementing changes to streamline workflows and enhance productivity.

Contribute ideas and suggestions for continuous improvement opportunities across various areas of the facility.

Provide administrative support to project teams working on continuous improvement initiatives, including coordinating resources, tracking progress, and monitoring deadlines.

Required Skills / Abilities :

Strong attention to detail and organizational skills.

Strong organizational skills with the ability to multitask and prioritize competing demands effectively.

Excellent communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels of the organization.

Proficiency in Microsoft Office suite and other relevant software applications.

Knowledge of safety regulations and compliance standards applicable to chemical manufacturing facilities is desirable.

Ability to remain calm and composed under pressure, particularly during emergency situations.

A dependable and excellent communicator who is comfortable managing multiple priorities.

Proven ability to establish and meet deadlines and prioritize work.

Must be able to pass a 10-panel controlled substance testing and random testing after that.

Must be able to pass a background investigation check and maintain in good standing order, as per TSA’s TWIC criteria.

Education and Experience :

High school diploma or equivalent.

3-5 years of experience in an administrative, operations, or clerical role, preferably in a plant or manufacturing environment, with exposure to compliance or regulatory tasks.

Familiarity with regulatory frameworks (OSHA, ISO, HIPAA).

Preferred Qualifications :

Experience in a manufacturing or production environment.

Knowledge of SAP or other ERP systems.

Experience with budgeting and financial reporting.

Excellent communication and interpersonal skills.

Ability to work independently and as part of a team.

Physical Requirements :

Ability to climb stairs and ladders.

Ability to stand, bend, and lift up to 40 lbs.

Must be capable to standing, walking, or sitting for extended periods of time.

Frequent use of a keyboard, mouse, and other office equipment.

Ability to navigate workspaces, which may include stairs or uneven surfaces in certain environments (e.g. warehouse or production areas).

Must be able to traverse and access all areas of the facility.

This position description is not intended to be and should not be construed as an all-inclusive list of responsibilities, skills, or working conditions associated with this position. While this position description is intended to reflect the position's activities and requirements accurately, management reserves the right to modify, and or remove duties as necessary. This is a Safety Sensitive Position within the organization.

Kuehne is an Equal Opportunity Employer (M / F / Disabled / Veteran)

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