Administrative Assistant at US Silica Company in Ottawa, Illinois

Job Description:

U.S. Silica is a global performance materials company and a leading producer of commercial silica that is used in a variety of industrial applications and the oil and gas industry. U.S. Silica’s wholly owned subsidiaries include EP Minerals and SandBox Logistics®. EP Minerals is an industry leader in the production of products derived from diatomaceous earth, perlite, engineered clays, and non-activated clays. SandBox Logistics® is an innovative leader in proppant storage, handling, and well-site delivery, dedicated to making proppant logistics cleaner, safer and more efficient.

During our 122- year history, we have developed strengths in mining, processing, logistics and materials science that enable us to produce and cost-effectively deliver over 400 diversified product types to customers across our end markets. Our employees accept challenges, grow as a team, and value working hard and dedication to achieve a common goal. We operate 27 production facilities across the United States and control millions of tons of commercial silica reserves and other materials that are used to produce products that meet American Petroleum Institute ("API") frac sand specifications.

The ideal candidate will be experienced in handling a wide range of administrative and plant support related tasks, will be a fast learner and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting diverse people and programs. The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

Essential Job Functions:

General Clerical Duties:

• Answer phones and direct all incoming calls to appropriate party promptly and efficiently, take accurate messages when needed.

• Open, sort, and distribute incoming correspondence, including faxes and mail.


• Ship packages via UPS for staff, distribute incoming packages to staff.


• Pickup and send out mail from post office routinely.


• Perform general office duties, such as ordering supplies and organizing supply room.


• Provide clerical support to the plant.


• Obtain and maintain Notary designation.


• Assists operations and maintenance with tracking critical data and provides reports.

Office Organization:

• Oversee office functions and ensure that the area operates smoothly with minimal errors or interruptions.


• Arrange tours and visits from internal and external customers, as well as local business people, neighbors and vendors.

• Prepare and organize employee relations functions for the plant.


• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for meetings.  Pickup food at local restaurants for business meals.

Technical and IT Support:

• Provide JDE and UKG (Ultipro) support to the plant.


• Complete and provide support for Concur expense reports.


• Manage and support Postage and Copier.

Community Relations and Public Relations:

• Manage Community Outreach Reporting


• Be the point of contact for community related functions and contribution requests.


• Complete all check requests and payments to local organizations for contributions that are allocated.

Production and Operations Support:

• Review the completion of Kronos time sheets each week for payroll

• Update and distribute contact sheets – emergency employee contact sheets, and contact sheets for visitors


• Manage Union seniority information coordinate union questions and pay union dues.


• Manage reimbursement programs for Union employees regarding boot and eyeglasses


• Print order report and invoice outbound shipments


• Support production of Certificate of Analyses


• Perform quality Management data entry 


• Use P-Card to pay for small service providers


• Perform check requests as needed

Required Education, Experience, and Skills: 

• High School Diploma


• Bachelor’s Degree preferred


• 5+ years’ experience supporting at the administrative level


• Work well under high pressure with an extreme level of confidentiality.


• Proven ability to prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner


• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook


• Ability to work autonomously across multiple initiatives  


• Critical thinking skills to solve office problems


• Excellent communication skills – both verbal and written


• Ability to work under pressure in a very demanding environment with a variety of personality types

 

Administrative

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