Administrative Support Specialist

Calumet, Inc; Shreveport (LA); On-site; USD 35,000 - 55,000; Full time

Job summary

Calumet, Inc. is seeking an Administrative Support Specialist for their Shreveport refinery. The role involves providing administrative assistance to the Plant Manager and HR department while managing meetings, schedules, and analytical reporting. Candidates should have an associate degree and related experience with proficiency in Microsoft Office.

Qualifications

• 0-3+ years of experience in HR and/or administrative support.
• Highly proficient in Microsoft Office programs.
• Experience in a manufacturing environment is preferred.

Responsibilities

• Facilitate weekly leadership team meetings and manage agendas.
• Coordinate employment transactions and maintain employee records.
• Gather and analyze employment data for HR reporting.

Skills

Communication

Analytical Skills

Microsoft Office

Problem Solving

Education

Associate degree in business, human resources or related experience

Bachelor’s degree in business, human resources or related major

Tools

HRIS System

Microsoft Office Suite

Job description

The Administrative Support Specialist is primarily responsible for providing administrative support to the Plant Manager and the Human Resources Department. In addition to administrative responsibilities, this role will provide analytical, and systems support to the overall operations of the Shreveport Refinery. This role will report directly to the Plant Manager and indirectly to the Human Resources Manager.

KEY OBJECTIVES AND RESPONSIBILITIES:

• Facilitates the weekly site leadership team meeting by managing the agenda, meeting schedules, meeting notes, and facilitating following actions.
• Manages the plant manager’s schedule and provides assistance as needed.
• Coordinates facility events, and off site meetings and other activities.
• Gather data from departments to assist plant management in the development of weekly and monthly operational reports, data tracking, data analysis, and systems support.
  • Weekly reports for the VP of Operation
  • Monthly KPI coordination
  • Contractor tracking
  • Maintaining the playbook
  • Assuring that S-Core initiatives are up to date
• Work with members of the plant managers leadership team to coordinate activities
• Oversees and coordinates a variety of wage administrative duties to assure accuracy and equity, process payroll, initiate progression increases, audit records for accuracy and facility time keeping with front line leaders.
• Conducts and administers all employment transactions ensuring accuracy and timeliness. Maintains the Human Resources official employee record system.
• Provide accurate and timely information, interpretation, communication and administration in compliance with policies, procedures, Collective Bargaining Agreement, and general Labor Law, to assist in resolving employee issues, questions and/or concerns.
• Assist and coordinate the implementation and coordination of various employee relations programs and activities to increase productivity and employee engagement.
• Gather and analyze employment data, maintain employment records, and develop reports to support Human Resources in areas of headcount, overtime, absenteeism, and other areas as determined.
• Participate, support and coordinate special projects as assigned.
• Provide support to the Human Resources department as assigned.
• Additional duties as assigned by Plant Manager or the Human Resources Manager.

REQUIRED EDUCATION/EXPERIENCES:

• Associate degree or equivalent in business, human resources or related experience.
• 0-3+ years of experience in human resources and/or administrative support
• Highly proficient in all Microsoft Office programs to include Word, Excel, PowerPoint, and Microsoft Office.
• Excellent written and oral communication skills
• Strong ability to work with all levels of the organization from the CEO to front line workers

PREFERRED EDUCATION/EXPERIENCES:

• Bachelor’s degree in business, human resources or related major
• 3-5 years of related experience in a manufacturing environment
• Experience working in a union environment and administering a Collective Bargaining Agreement
• Experience working with an HRIS system, preferably Dayforce

COMPETENCIES:

• Demonstration of Calumet Values – Safety, Environment & Social Responsibility, Teamwork, Ownership, Passion for Customers, and Excellence
• Good analytical and problem solving skills