Office Services Specialist

Dairy Farmers of America•Saint Albans Town, VT

About The Position

Performs office support functions and job duties for the DFA Dairy powder plant office and laboratory in St. Albans, VT. Responsibilities include data entry, document creation and responding to inquiries in support of the general plant, human resources, and safety

Requirements

High school education or GED.
Highly organized and self-directed individual with strong background in administrative skills with attention to detail.
Able to prioritize responsibilities with limited direction.
Dependable and reliable.
Must be able to meet deadlines and able to use sound judgment and discretion.
Must adhere to and always maintain strict confidentiality.
Must possess the ability to effectively and professionally communicate and have excellent oral and written skills with the ability to relate well with others.
Computer skills on both corporate mainframe and local network, and Microsoft Office to include Outlook, Excel and Word.
Able to identify needs, prioritize and respond timely to requests

Nice To Haves

Some college education preferred.

Responsibilities

Responsible for answering main plant phone line and directing calls accordingly.
Greet visitors and maintain visitor logbook.
Schedule plant tours, arrange meetings, and facilitate various plant activities.
Maintain conference room scheduling and postings of meetings.
Enter production, quality and safety data as requested.
Coordinate with departments on uniform orders, supplies and reconciliation of invoices.
Assist Production and Accounting with monthly inventory.
Monitor DairyU Trainings and generate weekly completion reports for all departments.
Pick up and distribute incoming and outgoing mail daily.
Updates display monitors with pertinent employee announcements and communications.
Maintains break room and office supplies.
Maintain door key cards and access. Replaces cards as needed and creates cards for new hires.
Maintain employee personnel records and filing of recruiting documentation, employment verifications, and other documentation as required. Track and follow-up on any missing documentation as needed.
Assist in recruitment for all non-exempt plant positions by scheduling interviews as requested and application record keeping.
Completes internal postings for all union bid job openings.
Support in the new employee orientation
Ensure new hire paperwork is complete
I9, W4’s
Union application paperwork
Union health paperwork
Assist employees by printing paystubs and providing copies of employee documents as requested.
Supports employee appreciation activities, including assisting in organizing employee meals as necessary.
Assist with employee recognition (ie. anniversary dates, new hire announcements).
Creates and posts annual vacation schedules.
Updates HR forms as necessary – examples are position bids, volunteer sheets etc.
Maintenance of the following tracking systems:
Seniority List
Training Tracker
Locker Listing/Issuance of Lockers
Staffing Tracker
Distribute weekly paychecks by department.
Participant in the EHS Safety Committee.
Safety Champion in one area.
Administrative maintenance of EHS Dashboard.
Administer and maintain records of boot voucher program.
Monitor DairyU Trainings for safety completion.
Maintain safety awareness binder for training and weekly report out.
In coordination with the EHS Leadership, report out weekly culture point completion.
Schedule training and safety tests (hearing, respiratory etc.) as directed by EHS Leadership.
Exhibit the values and ethics of Dairy Farmers of America through honesty, discretion, and sound judgement.
Adhere to all DFA Quality, Safety, and GMP policies and procedures and report any nonconformity.
Attend required training, including but not limited to, Safety, GMP, Hazard Analysis and Critical Control Point (HACCP), and Safe Quality Foods (SQF).
The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties and skills required.
Other duties may be assigned as required.