Administrative Assistant - Safety

Administrative Assistant - Safety

Category: Safety • Location: Iowa (Des Moines)

Job Description

The Safety Administrative Assistant will be responsible for the administrative tasks to support the Safety Department with business or administrative operations. Uses independent judgment and exercises discretion in executing their duties. This position requires a high degree of confidentiality.

Essential Functions

1. Type letters, memorandums, reports, etc. from dictated, hand-written or other sources and assists in preparing agenda and related material for meetings.

2. Will organize, scan and maintain files of the Safety Department.

3. Answer the telephone and direct calls to appropriate safety personnel and handle calls if knowledgeable on subject under discussion.

4. May meet public; provide general information and records; and deal effectively with a variety of personalities and situations requiring tact, judgment, poise and confidentiality.

5. Maintain records associated with accident investigation, injury reports and lost-time injuries.

6. May work with medical providers.

7. May be responsible to maintain all state and federal OSHA reports such as the 300 log, first report of injury, etc.

8. May be responsible for filing, updating and keeping track of all SDS sheets as needed.

9. Keep postings on bulletin boards current.

10. Set up and manage the filing system including Compliance Reports, Monitor Reports, and Analyze Reports and Employee Training files.

11. Ensure file completeness and perform document control for safety certification. May create forms and spread sheets for tracking and maintaining files.

12. Provide administrative support for division personnel.

13. May prepare purchase requisitions, check requests and other requests for appropriate signatures.

14. Maintain confidentiality related to environmental, safety and security issues.

15. Perform other duties as assigned.

Qualifications

Required Education and Experience:

1. Associate's degree preferred and/or equivalent experience, education and training that provide the preferred knowledge, skills and abilities to perform the essential functions of this position.

2. Two (2) years of experience in clerical/administrative operations.

3. Proficient in Microsoft Office, Word, Excel, Outlook, Access. Working knowledge of spreadsheets and computerized database systems.

4. Ability to manage workload effectively including planning, coordinating, organizing, prioritizing and handling multiple tasks.

5. Ability to communicate verbally and through written correspondence.

6. Ability to use good judgment to make decisions.

7. Ability to maintain confidentiality.

8. Demonstrated ability to work effectively in a diverse workforce.

9. Knowledgeable in the application of government regulations in regard to OSHA General Industrial.

10. Must be able to deal with local, state and federal regulatory agencies.

Licenses or Certification (Required/Preferred):

None

Supervisory Responsibility:

This position has no supervisory responsibilities

Travel:

There is no travel required with this position.

Work Environment:

Majority of the time will be sitting at a desk in an office environment with comfortable temperatures and facilities.

Physical Demands:

This position may require minimal lifting up to 50 lbs., stooping and standing for long periods of time.

This position description is not intended to cover all aspects of the responsibilities of the position. Other duties may be assigned as necessary to carry out the responsibilities of the position. Attendance is an essential function of this position.

How to Apply

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