Office Assistant II

Provide administrative and operational support to plant operations, plant maintenance and other business functions. Responsibilities include employee scheduling, timekeeping and payroll support, overtime administration, maintaining personnel and training records, document and records management, and general office administration. This position regularly works with represented employees and supervision and requires an understanding of applicable union agreements, work rules, and scheduling practices. Responsibilities also include the use of advanced office and business software applications.

General Office and Administrative Support - 20%

* Process incoming and outgoing mail, including interoffice, electronic, and U.S. external mail.
* Sort, file, and maintain company documents and appropriate filing systems.
* Maintain personnel files and other employee records.
* Prepare, process, and maintain correspondence, reports, forms, and other business documents.
* Post and distribute plant-wide communications and information.
* Provide backup administrative support for the Secretary and other Office Assistant II positions within Power Generation.
* Coordinate and support plant meetings, luncheons, and other events as needed.
* Provide administrative support to supervisors and plant leadership as needed.
* Perform other administrative and operational support duties as assigned.

Employee Scheduling, Timekeeping and Payroll Support - 70%

* Maintain and modify employee timesheets and process timesheets through payroll.
* Review timekeeping information for accuracy and assist in resolving timekeeping and payroll-related discrepancies.
* Maintain employee time-worked and vacation schedules and associated records.
* Maintain represented employee schedules, qualifications, and skills within the SNAP scheduling application.
* Work closely with HR to fulfill FMLA company rules.
* Perform daily and weekly overtime call-outs for represented employees in accordance with applicable scheduling practices and union agreements.
* Maintain accurate overtime and scheduling records.
* Support supervisors and employees with scheduling, timekeeping, payroll, and overtime-related questions.
* Develop and maintain a working knowledge of applicable union contracts, work rules, and procedures to support accurate scheduling, overtime administration, and timekeeping.

Operational and Department Support - 10%

* Maintain employee training records and documentation.
* Train new and existing employees on applicable administrative processes, systems, and procedures.
* Assist with maintaining accurate employee qualification and skills information within applicable systems.
* Provide administrative support for plant operations, plant maintenance and other departments as required.
* Assist supervision with employee scheduling, workforce records, and other administrative needs.
* Coordinate and communicate information across departments to support daily plant activities.
* Assist with special projects and other assignments as needed.
* Maintain confidentiality when handling employee, payroll, personnel, and other sensitive business information.

• For positions in some locations, applicants must comply with DOT Part 199 Pipeline drug and alcohol testing requirements.

• Experience working with Microsoft Office applications, including Word and Excel
• Strong organizational skills with the ability to manage multiple priorities and maintain accurate records
• Strong attention to detail and ability to work independently with limited supervision
• Effective written and verbal communication skills and the ability to work collaboratively with employees, supervisors, and other departments
• Ability to interpret and apply established policies, procedures, work rules, and contractual requirements
• Demonstrated administrative experience involving employee records, scheduling, timekeeping, payroll, or similar functions is preferred
• Experience supporting a represented/union workforce and working with collective bargaining agreements is preferred

Basic Clerical Aptitude test (BCAB): Ability to classify information according to preset rules; spelling and grammar; basic mathematics; filing and sorting information.

Test: Basic Data Entry (BDE): Entering data from paper copy onto fixed-formatted screens.

Test: Basic Keyboarding - Typing (BKEY): Speed and accuracy typing from paper copy. SPEED OF 41 WORDS PER MINUTE IS REQUIRED.