Desired Character Qualities: Discretion, Flexibility, Initiative, Loyalty, Orderliness, Responsibility, Sincerity, Thoroughness
Job Summary: The HSE Administrative Assistant is responsible for maintaining designated HSE files and tracking systems as well as assisting the HSE department as it relates to HSE programs, policies and practices.
Essential Job Functions:
- Records and files HSE documentation, including training records, inspection records, field audits, correction actions
- Follows up on outstanding items to verify closure
- Tracks leading/lagging indicators of HSE performance (safety meetings, toolbox meetings, training, hazard assessment, field audits, observations)
- Develops statistical reports in support of HSE programs
- Facilitates administrative work requests, including management and safety programs through electronic management systems
- Performs HSE related data entry, documentation, printing and filing
- Assists with preparing and developing safety meeting and training material (handouts and powerpoint)
- Prepares correspondence, meeting agendas, contacts employees/vendors, attends various meetings and records/produces minutes as needed
- Creates and distributes electronic checklists and/or forms to document various HSE initiatives
- Assists with PPE oversight (inventory, ordering, issuing, tracking distribution)
- Assists with New Hire Orientation process, scheduling appointments, preparing documents, etc.
- Complies with all safety policies, practices, and procedures. Reports all unsafe activities to supervisor and/or a Health and Environmental Safety team member
- Participates in proactive teams to achieve departmental and company goals
- Provides leadership to others through example and sharing of knowledge/skill
- Performs other duties as assigned
- 3+ years’ experience in similar supportive role preferred
- Calendar management skills, including the coordination of meetings
- Experience creating PowerPoint presentations
- Advanced knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
- Ability to gather information from multiple sources
- Must have valid driver’s license and clean MVR
- Must pass background check and drug screen
- Dealing with Ambiguity – Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.
- Planning – Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.
- Organizational Agility – Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.
- Comfort Around Higher Management – Can deal comfortably with more senior managers; can present to more senior managers without undue tension and nervousness; understands how senior managers think and work; can determine the best way to get things done with them by talking their language and responding to their needs; can craft approaches likely to be seen as appropriate and positive.
- Approachability – Is easy to approach and talk to; spends the extra effort to put others at ease; can be warm, pleasant, and gracious; is sensitive to and patient with the interpersonal anxieties of others; builds rapport well; is a good listener; is an early knower, getting informal and incomplete information in time to do something about it.
- Interpersonal Savvy – Relates well to all kinds of people – up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can defuse even high-tension situations comfortably.
- Integrity and Trust – Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; does not misrepresent him/herself for personal gain.
- Composure – Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis.
Supervisory Responsibilities: No
- High School Diploma or GED required
- Office Environment
- Repetitive use of hands
- Lifting, pushing and pulling up to 50 lbs.
We offer competitive salaries and offer excellent benefits to include Medical, Dental, Vision, 401(k).
Qualified candidates may submit their resume and complete our employment application by selecting the Apply For This Job button below.