Job Title: Administrative Assistant Location: Westminster, California 92683 Duration: 03 Months contract to hire Job Description: Work on an integration plan will take up the bulk of the work week (3 days/week) Attend meetings to take minutes, transcribe, and upload to appropriate ERS location File docs related twice weekly waste inspections, monitor corrective actions to closure Work with Quality to ensure audits and inspections are filed and corrective action tracked in the ERS system File monthly safety inspection docs and tract corrective action with the responsible mgr.
to closure Order PPE and track delivery File and track Contractor safety documents: contractor training, pre-work assessment, onsite inspections, audits Upload chemicals into the new SDS tracking program (SiteHawk).
Work with purchasing to ensure SDS is available before chemicals are ordered.
Emergency Preparedness- Update Evac Rosters, organize response equipment, set up monthly evac meetings, order supplies as needed.
Upload data to the monthly ERS report (water, electric, miles driven by vehicles, etc.) File Haz Waste Manifest Docs, mail a copy to the state, log waste that are shipped File monthly waste management reports and monitor corrective actions to closure (new requirement as part of gap assessment) Update bulletin boards/turnstiles as needed Edit emergency business plan; incorporate department specific material from each manager.
GENERAL DUTIES: Performs a variety of administrative activities for a group performing departmental functions.
Assignments typically involve maintenance of office support activities that requires working knowledge of the department's operations and procedures (Manager).
Types and assembles data (i.e.
tables, charts, reports, and memorandums) from verbal or written instruction; applies basic knowledge of equipment capabilities to plan details of formatting, spacing and page layout.
Proofreads typed data ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity.
Composes routine letters, memorandums, and recurring reports without dictation, for appropriate signatures.
Compiles data from numerous sources and produces summary reports as required under general direction.
May involve mathematical calculations and tabulations in accordance with established methods.
Establishes, maintains and revises departmental files and readily identifiable control files for matters in progress.
Receives and prioritizes telephone calls, business visitors, and incoming mail; routes mail and inquiries to proper personnel.
Interfaces with departmental personnel concerning routine reporting and exchange of information requiring minimal interpretation to proper personnel.
May be required to maintain calendars, schedule appointments, arrange departmental meetings/conferences, and attend meetings to take notes.
Transcribes recorded dictation for memorandums, correspondence, and reports as required.
Coordinate travel for departmental personnel.
EDUCATION: High School Diploma or equivalent and up to 5 years’ experience.
Candidates that are fluent in Vietnamese highly preferred