Administrative Assistant

SSAB; Saint Paul (MN); On-site; USD 42,000 - 64,000; Full time

Job summary

SSAB Americas in Saint Paul, MN seeks an Administrative Assistant to support the Operations Manager and multiple departments, handling clerical tasks, onboarding, invoicing, and file management.

The role requires 2+ years of experience, a high school diploma, proficiency with Excel, and strong organizational skills; occasional warehouse exposure and cross-functional collaboration are expected.

Qualifications

• 2+ years of experience in clerical/administrative assistant positions.
• Strong interpersonal verbal and written communication with attention to detail.
• Proficient with Excel and able to learn new systems quickly.
• Excellent organizational skills with the ability to troubleshoot and prioritize.
• Ability to work independently and in a team environment.

Responsibilities

• Assists HR and Safety with onboarding and paperwork.
• Performs Accounts Payable tasks using the ERP system.
• Receives raw material into ERP and coordinates with suppliers.
• Manages mail, packages, and faxes.
• Maintains files, contact lists, and spreadsheets across departments.
• Tracks stock levels of supplies and restocks.
• Prepares reports such as inventory and production updates.
• Ensures training records are up to date and compliant.
• Supports scheduling, events, and communications.

Skills

Interpersonal communication

Excel proficiency

Organizational skills

Teamwork / independence

Education

High school diploma

Associates degree

Tools

ERP system

Job description

• Associates degree

JOB DESCRIPTION

POSITION PURPOSE

St. Paul’s Administrative Assistant serves a key role in providing necessary administrative and operational support to the Operations Manager (and their designees). This person will be a vital part of the day-to-day workflow across multiple operational departments as well as a significant contributor to achieving overall Operations objectives and goals. Occasionally, this person may be asked to provide general support for the Finance and Procurement departments as needed.

Essential Functions

• Assists Human Resources and Safety departments in new-hire orientation with necessary paperwork, onboarding, training, documentation, etc.
• Performs Accounts Payable functions by receiving incoming invoices, verifying receipt of corresponding product and processing in the ERP system.
• Receives raw material inventory into the ERP system and coordinates with suppliers if documentation is missing.
• Manages incoming and outgoing mail, packages and faxes.
• Maintains and scans files, documents, contact lists, and informational spreadsheets across operational departments (shipping, receiving, production, safety, environmental, etc.).
• Track stock levels of supplies and facilitate restocking, including but not limited to: uniforms, IT equipment, office supplies, printer supplies, personal protective equipment (PPE), etc.
• Prepares reports and/or correspondence such as weekly quality reports, inventory summaries, production summaries, safety updates and others as needed.
• Ensures employees are compliant with on-going company and regulatory training requirements and maintains the relevant records of training.
• Tracks the company’s progress on the Safety Compliance Calendar and develops action items for areas that are off track.
• Maintains compliance of document retention and shredding of old documents.
• Provides administrative support to facility visitors.
• Verifies contract employee weekly time submissions for accurateness and submits to the appropriate contract company, helps track and report employee attendance and man hours
• Assist in scheduling, communicating, and setting up employee communications and events (meetings, training, health screenings, memos, etc.)
• Organizes company picnics and outings.
• Develop skills to fill in for Production Schedulers and/or Shipping personnel during absences.
• Office presence and regular, reliable attendance required.

Qualifications

Competencies and Experiences

Required:

• 2+ years of experience in clerical/administrative assistant positions
• Strong interpersonal verbal and written communication skills with attention to detail
• Proficient general computer skills (Excel) and able to easily learn new systems
• Excellent organizational skills with the ability to trouble-shoot and prioritize
• Ability to work independently and in a team environment

Education

Required:

• High school diploma / GED

Preferred:

• Associates degree

Supervisory Responsibilities / Direct Reports

No direct reports

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The Employee Will Frequently Be Required To:

• This position operates in an office environment. The role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and scanners. This role is partially sedentary, sitting for several hours at desk. Additional activity of walking to/from and standing at alternative work areas (e.g. photocopiers, paper shredders, and mailroom); alternate sitting and standing as needed. Filing and handling materials is required. This requires the use of hands to finger, hold, handle, reach with hands and arms and to lift and/or carry items up to 30 lbs

The Employee Will Occasionally Be Required To:

• This position would periodically require work in the warehouse environment with some exposure to heat/cold, walking/stairs, noise and wearing safety equipment/clothing for protection from hazards for plant tours
• Drive for departmental errands and trainings

The Position Requires The Following Vision And Hearing Capabilities:

• Talking person to person, on the phone, and/or in group settings
• Hearing in person, on the phone, and/or in group settings
• Vision at near, mid, and far range

Position Type – Work Hours - Travel Requirements

• Position is full time, non-exempt, and is eligible for overtime
• Position works an eight (8) hour day shift, Monday through Friday, occasional overtime may be required
• Travel for this position is limited and expected to comprise less than 2% of work hours

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

ABOUT US

Becoming part of the SSAB family means joining a journey. A journey that we believe is essential for the sustainability of this planet. Steel has been one of the most important materials for developing our society and it will continue to be so. In the roofs over our heads, in the bridges connecting our cities and in the cars of tomorrow. At SSAB we are proud of our history and leadership in high-strength steel. But we are also aware that the production of steel is one of the largest emitters of greenhouse gases in the world. That has to change. That is why we have developed the world’s first fossil-free steel production and have committed to becoming largely fossil-free. As part of SSAB you will be instrumental in realizing this goal and pushing for the green transformation of the whole steel industry.

ABOUT THE TEAM

SSAB Americas is responsible for sales of heavy plate in North America and for steel and plate production in Montpelier, USA.