Jr. Contract Administrator (gn)

Caterpillar Brazil; Ismaning; Vor Ort; EUR 43.000 - 52.000; Vollzeit

Zusammenfassung

Caterpillar in Germany (Bayern/Ismaning) is seeking a records and information governance professional in Finance. The role focuses on safeguarding electronic data, ensuring correct retention and archiving practices, and advising departments on compliant record-keeping.

A degree or equivalent experience is desired, with strong attention to detail and an ability to manage multiple tasks. The position requires working onsite five days a week and involves developing procedures for document storage,

Qualifikationen

• Degree or equivalent experience desired.
• Accuracy and attention to detail are essential.
• Knowledge of data privacy and records management.
• Ability to manage multiple priorities and communicate effectively.
• Knowledge of document storage and management systems.

Aufgaben

• Assessing the record retention timeline for moving active records to archive storage and destroying superfluous records.
• Evaluating record management systems to develop or amend existing procedures used for handling and disposing of business records.
• Preparing documents in response to internal and external client inquiries; advising various departments on record-keeping compliance.
• Determining the indexing criteria, and assigning keywords and search criteria to various electronic documents.
• Ensures the integrity, correctness, and safeguarding of electronic data and other records.

Kenntnisse

Accuracy and attention to detail

Data privacy

Records management

Initiative

Managing priorities

Effective communication

General computer competencies

Ausbildung

Degree or equivalent experience

Tools

Document management system

Jobbeschreibung

Career Area: Finance

Job Description: Your Work Shapes the World at Caterpillar Inc. When you join Caterpillar, you're joining a global team who cares not just about the work we do – but also about each other. We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here – we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

Updated: 3/5/2024

Role Definition

Ensures the integrity, correctness, and safeguarding of electronic data and other records by synchronizing storage, usage, and record retention.

Responsibilities

• Assessing the record retention timeline for moving active records to archive storage and destroying superfluous records.
• Evaluating record management systems to develop or amend existing procedures used for handling and disposing of business records.
• Preparing documents in response to internal and external client inquiries; advising various departments on record-keeping compliance.
• Determining the indexing criteria, and assigning keywords and search criteria to various electronic documents.

Degree Requirement

Degree or equivalent experience desired

Accuracy and Attention to Detail

Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.

• Accurately gauges the impact and cost of errors, omissions, and oversights.
• Utilizes specific approaches and tools for checking and cross-checking outputs.
• Processes limited amounts of detailed information with good accuracy.
• Learns from mistakes and applies lessons learned.
• Develops and uses checklists to ensure that information goes out error-free.

Effective Communications

Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.

• Delivers helpful feedback that focuses on behaviors without offending the recipient.
• Listens to feedback without defensiveness and uses it for own communication effectiveness.
• Makes oral presentations and writes reports needed for own work.
• Avoids technical jargon when inappropriate.
• Looks for and considers non-verbal cues from individuals and groups.

Initiative

Being proactive and committing to action on self-identified job responsibilities and challenges; ability to seek out work and the drive to accomplish goals.

• Identifies and exploits own strengths; minimizes limitations.
• Provides appropriate degrees of attention to both personal and professional priorities.
• Explains how own motivation relates to the workplace.
• Utilizes available tools or approaches for increasing knowledge of self‑motivation.
• Learns and uses resources the organization has to assess and enhance team motivation.

Managing Multiple Priorities

Knowledge of effective self‑management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

• Recognizes changing demands and priorities; validates changes with management.
• Obtains information about how current assignments contribute to organizational goals.
• Completes current work according to assigned priorities.
• Responds to day‑to‑day operational priorities while still making progress on project work.
• Performs at least 2-3 concurrent activities without reducing productivity.

General Computer Competencies

Knowledge of personal computer functions; ability to use personal computers or workstations.

• Manipulates files within different folders, directories, partitions, drives, etc.
• Conducts the use of keyboard and pointing devices such as a mouse or a track ball.
• Opens, closes, sizes and moves windows on a desktop.
• Performs basic file management tasks like open, close, name, save, print.
• Uses menus, toolbars, buttons and other basic GUI (graphic user interface) applications.

Document Storage and Management

Knowledge of document storage and management; ability to store and distribute electronic and paper documents.

• Highlights a specific document management tool and associated versioning and archiving functions.
• Works with organizing and maintaining paper‑based or electronic media library.
• Understands practices and procedures for document confidentiality, security and lifecycle.
• Describes the steps and time necessary to deliver the documents to requestor.
• Helps set up and test digital rights management and conditional access tools.

Data Privacy

Knowledge of data privacy; ability to protect an organization's data, particularly data privacy while storing, extracting, and circulating individual or business‑related data.

• Uses software and hardware systems to protect departmental data.
• Coordinates junior data privacy protection activities within and across departments.
• Conducts regular tests on information management processes to ensure the safety of business data.
• Utilizes privacy standards when sharing, accessing, and storing data.
• Assists in the development of data privacy protection projects.

Records Management and Archiving

Knowledge of information management and archiving; ability to use tools and techniques for off‑site data and records storage, protection and management.

• Defines the administration, access and preservation of corporate information.
• Communicates experience working with document scanning, imaging, conversion and indexing.
• Describes superior features of document imaging and management systems.
• Applies established procedures to ensure the integrity and security of personal and corporate records.
• Identifies major phases of the company's records management life cycle.

Additional Information

This Job Description is intended as a general guide to the job duties for this position and is intended for the purpose of establishing the specific salary grade. It is not designed to contain or be interpreted as an exhaustive summary of all responsibilities, duties and effort required of employees assigned to this job. At the discretion of management, this description may be changed at any time to address the evolving needs of the organization. It is expressly not intended to be a comprehensive list of “essential job functions” as that term is defined by the Americans with Disabilities Act. Base Minimum Pay: 47.375,00 € Please note that salary is only one component of the total compensation and benefit package available at Caterpillar. This position requires working onsite five days a week. Visa Sponsorship is not available for this position.

Posting Dates

Caterpillar is an Equal Opportunity Employer. Qualified applicants of any age are encouraged to apply.

There’s more to work at Caterpillar than just the work itself. We hire smart, friendly people and it shows in our culture. We hold ourselves to high standards and make sure our values of integrity, excellence, teamwork, commitment and sustainability come to life in the way we work. We make sure our employees feel continuously challenged while also supported. We provide professional growth opportunities, including leadership programs. We celebrate the diversity of our team, while also working together as one Caterpillar. Our culture, like everything at our company, is made possible by each employee's contribution. Person by person, we create the environment we work in, and we are proud of the Caterpillar we’ve built.