Oct 08, 2019

Administrative Assistant

  • Tate & Lyle
  • Loudon, TN 37774, USA

Job Description

Administrative Assistant - Loudon Plant


Band: A


Subgroup: Salary Non-Exempt




The Administrative Assistant position is responsible for clerical functions to support HR, Logistics and Security functions.  This is a “Salaried Non-Exempt” role not a Skill Block Level Role.


Reporting Structure

The Administrative Assistant position reports to the Loudon Plant Logistics Coordinator.



  • Ability to multi-task and prioritize daily activities
  • Strong communication skills required. Required communication with Corporate, Loudon Plant, Vendors, contractors, etc.
  • 3+ years of experience in Administrative Functions/Clerical Duties


Main Accountabilities

The duties of this position are generally listed below, but as an admin function, duties will be modified/expanded as needed. 


  • Process morning reports, pull and copy data from various programs for production report by 8:30 morning meeting. Know where to find missing data, distribute by e-mail to corporate and local personnel.
  • Collet checks from pellet shipments, assure accuracy, process direct deposits daily
  • File all bill of ladings from previous day, and “other” paperwork from guardhouse
  • Order office supplies, stock supply room
  • Handle all office machines for repair
  • Make presentations/copies as needed by Plant Staff
  • Schedule meetings as needed for Tate & Lyle Executive visits, customer audits, recruiting, etc.
  • Order lunches, bereavement gifts, etc., when requested by Plant Manager and Plant Staff
  • Issue camera passes
  • Update phone list
  • Update Plant Org chart
  • Handle all time entry questions from employee, mgrs, or corporate payroll.
  • Confirm timesheets are approved by noon Monday, and follow up with Mgrs. on outstanding approvals.
  • Assist corporate payroll in closing out payroll with timesheet issues.
  • Periodically (based on team changes), – check Floating Holiday accuracy.
  • Direct employees to various contacts and phone numbers for benefit matters.
  • Submit to Decatur all awards/gifts given out on a monthly basis for tax purposes.
  • Assist HR manager in hiring process which includes scheduling Work Keys, Interviews, background check, review benefits with applicants, new hire orientation, process new hire status forms and paperwork to Decatur).
  • Update employee spreadsheet and create status forms with technician salary changes, address chgs, separated employees, etc. 
  • Check in Service Awards, and distribute invoicing.
  • Report to Gallaher Bassett any Workers Comp incidents (gather first report of injury and enter into system).
  • Month-end, record from SAP safety stats.
  • Month-end, record from SAP – reports on % hours worked over schedule and absenteeism.
  • Month-end, BATF report.
  • Monthly - Submit thru Citi bank P-card & T & E cards.
  • Calendar Year-end, – Maintain Perfect Attendance spreadsheet and awards.
  • Annual - Schedule open benefit meetings for insurance enrollment.
  • Assist in scheduling travel arrangements for Applicants.
  • Annual - Submit Hazmat, First aid & Tool allotment pay to corporate payroll
  • Annual - Schedule flu shot with Biometrics screening.
  • SEAAL Recorder – take minutes and handle banking account, send a quarterly account of banking to plant accountant and plant manager, manage events and tickets and monies owed. Dollywood, Adult Christmas parties, Children’s Christmas party, Angel Tree, United Way
  • Assist Logistics and Barge Team as needed.
  • Assist special assignments from plant staff
  • Manage summer student if assigned to Admin
  • Additional duties as needed.

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