Administrative Assistant
Haynes International

Job Info

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Administrative Assistant

Department: Corporate Affairs Location: Kokomo, IN

Business Purpose:
Provide support and assistance with coordinating all administrative activities in the Corporate Affairs department; to assist VP-Corporate Affairs in the organization and completion of Corp. Affairs functions.

Role Qualifications: (Required & Preferred)

Education:
Associates degree or three years related experience as administrative assistant or work in Human Resources area.

Experience:
Three or more years' experience as administrative assistant, office manager or related field.

Areas of Knowledge:
Word processing, spreadsheet and presentation software; basic understanding of benefits, employment, training & labor relations; thorough knowledge of Kronos; knowledge of company policies and system; Crystal Reports, Docushare, Concur travel, AX (purchase requisitions), Targit.

Skills:
Good verbal and written communication skills; customer service oriented, good organizational skills, ability to manage multiple projects/activities at once; ability to independently administer programs such as service award and scholarship programs.

Global Accountabilities for the Role:

• Safety: Support all safety activities of department and company; assist VP.
• Quality: Ensure all correspondence and information reflects professional standards of dept. and company.
• Productivity: Organize functions, records and activities of dept. to ensure smooth operations.
• Cost: Serve in a cost stewardship role.

Specific Accountabilities for the Role:
1.Customer Service: Provides front-line customer service, phone support and answering service for group.
2. Benefits support: Acts as secondary back-up for customers' benefit inquiries, address changes and beneficiary forms for retirees; upload documents and assist as needed.
3. Kronos/UKG Human Resource Information System: Maintain personnel information system including employee emergency contacts, address and phone number changes; verbal VOEs; monthly Payroll Change notice audit for Payroll; and upload employee documents as needed.
4. Corporate Communications: Create & distribute announcements as needed for bulletin boards and company e-mails; type, distribute and retain copy of Policies and Procedures for permanent records as needed; Corporate holiday calendar; monthly Jeans Day posting, collecting from employees, and delivering the money to charity recipients.
5. Employment: Create and distribute job announcements for bulletin boards, company e-mails, and send to Web & Digital Communications Specialist for website/social media as required by Senior H.R. Mgr.; assist Dept. with interview appointment texts, background screenings, etc. for pre-employment; assist dept. as needed for new hire orientation; maintain 1-9 report to appropriate state Employment Workforce; arrange travel & motel reservations for new hires and interviewees.
6. General Administrative: Coordinates mail service, responds to verbal verifications of employment, schedule department activities; schedule travel for dept. Personnel, maintains supplies for office and coordinates other activities needed for office management, assists VP Corporate Affairs with various aspects of organizational development activities i.e. Org. Charts; register Corporate Affairs staff for conferences; schedule conference rooms; maintains HR and R&T copy machines; order business cards for dept. as needed; maintain Corporate Affairs vacation calendar; maintain employee, visitor, contractor and vendor badges.
7. Service Awards: Maintains and distributes Service Awards and letters on monthly basis; work with vendors and order Service Awards, supplies and certificates; prepares and recommends annual budget.
8. Scholarships: Annually post and maintain scholarship program for Haynes and Cabot Club, communicate as needed with the 20 scholarship recipients and twice a year receive and verify grades and schedules, prepare and recommend annual budget.
9. Order, pick-up, and set-up lunches for orientation, meetings, training for HR and Safety/ERT.
10. Monthly Crew meetings - Send Teams Meeting invites and combine Manager's slides in PowerPoint presentation.
11. Notarize documents as needed.
12. Contract negotiations.

This job has expired.