Department Assistant (Neenah, WI)

Department Assistant
Neenah, WI
12months
This is an onsite position - no remote/no hybrid - Local candidates only.

Summary: Department Assistant will provide administrative support for Fabrication and Quality Fabrication to ensure continuity of daily department functions and operations by collaborating to provide and present department information. This position coordinates with department management to provide administrative services in conjunction with department and business line goals and objectives.
Essential Duties and Responsibilities include the following: Other duties may be assigned.
Facilitate the dissemination of information to the department and project teams through various methods of communication.
Resolve questions regarding the department; research and provide appropriate answers.
ssist in determining and ordering supplies required for the department.
Monitor and maintain the fabrication welder and QC inspector qualification database.
Review quality control inspection records for accuracy and completeness for fabrication projects.
Maintain and control the fabrication quality inspection database. Assist the inspectors as needed by performing data entry of completed spools and associated non-destructive testing reports.
Work with 3rd party subcontractors (Coatings, Pre/PWHT) to obtain reports for completed services. Review reports for completeness and enter data into the quality inspection database. Assemble the documentation into the project turnover.
Maintain and update quality copy of fabrication drawings for documentation purposes and project turnover package.
Prepare and upload quality related turnover documents for customer submittal on a continuous basis.
Responsible for handling sensitive and confidential information.
Developing and implementing business initiatives, procedures, and budgets for the department.
Monitor department deadlines and support presentation of monthly progress reports including tracking action items and progress updates.
Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include department orientation and training, management meetings, periodic reviews, etc.
Coordinate department related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained.
Prepare ASME and Canadian jurisdictional code forms for projects as needed. These may include but are not limited to P4, P4A, U1, TSASK, ABSA, etc. Coordinate with the Company insurance representative for signature and certification of required forms.

Requirements:
Qualifications - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/ or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
High School Diploma or equivalent; Minimum 3 year administrative/clerical experience required.
Other Qualifications:
dvanced knowledge in Microsoft Word, Excel, Access, and PowerPoint required.
bility to work independently, demonstrate accuracy, reliability, and problem-solving skills.
Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
Physical Demands: The physical demands described here are representative if those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; feel; finger; reach with hands and arms; talk and hear. The employee may occasionally lift or move up to 10 lbs. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may be required to be exposed to the shop environment such as welding conditions, overhead load exposures, moderate to high noise levels, fumes, and uneven terrain.
Competency:
To perform the job successfully an individual should demonstrate the following competencies:
nalytical - Understands and uses basic administrative information; collects and researches data; uses intuition and experience to complement data; interprets and edits quality documents.
Design - Demonstrates attention to detail in an administrative support function.
Problem Solving - Identifies and corrects grammar usage and spelling; works well in group problem solving situations; uses reason even when dealing with emotional topics; ability to diffuse problematic situations.
Technical Skills - Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Customer Service - Identifies with client approach to proactive implementation and coordination of our quality plans with those of customers and continually sells quality and safety to our employees. Manages difficult or emotional situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments promptly.
Interpersonal skills - Focuses on solving conflict, not blaming; listens to others without interrupting; keeps emotions under control.
Oral Communication - Speaks clearly and persuasively in a positive manner; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings as required and may take meeting notes.
Written Communication - Writes clearly and informatively; varies writing style to meet needs; presents data effectively; able to read, interpret and edit written information; effectively demonstrate English business usage, spelling, punctuation, and grammar.
Teamwork - Gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interest; able to build morale and group commitments to goals and objectives; communicates changes effectively.
Ethics - Treats people with respect; inspires the truth in others; works ethically and with integrity; upholds organizational values.
Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
Motivation - Demonstrates persistence and overcomes obstacles.
Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Safety and Security - Observes and ensures compliance of safety and security procedures; determines appropriate action beyond guidelines; responds to potentially unsafe conditions; uses equipment and materials safely.
daptability - Adapts to changes in work environment; changes approach or method to best fit the situation; able to deal with frequent changes, delays, or unexpected events.
ttendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Initiative - Undertakes self-development activities; seeks increased responsibilities; asks for and offers help when needed.