Administrative Associate

About the role

The Administrative Associate provides comprehensive administrative support for multiple departments in a plant environment, including Maintenance, Planning, Compliance, Engineering, Fuels, and Environmental.

Responsibilities

• Provide general administrative support to Maintenance, Planning, Compliance, Engineering, Fuels, and Environmental departments.
• Perform timekeeping and attendance reporting accurately for covered and non-covered personnel.
• Process employee expense reports and prepare expense statements for tool reimbursements and boot allowances.
• Maintain organized filing systems and manage ordering of office supplies.
• Cover travel arrangements for personnel as needed.
• Schedule meetings and coordinate all related logistics, including rooms, materials, and technology needs.
• Gather data, compile information, and prepare reports for departmental use.
• Maintain departmental record retention in accordance with plant and company standards.
• Support all plant and departmental safety initiatives and compliance efforts.
• Maintain Southern Linc phones, including coordinating repairs and replacements.
• Serve as primary contact for vendors regarding copier and printer repairs.
• Update relevant systems to reflect vacation, time off, and call-out lists, and prepare and distribute quarterly and yearly reports.
• Order flowers for sickness or bereavement for designated departmental groups.
• Verify contractor timesheets using Tableau and confirm accuracy with backup documentation.
• Provide backup support for Administrative Assistants in other departments when needed.
• Deliver superior customer service to all internal and external customers.
• Create, compose, and edit written materials such as correspondence, reports, and presentations.
• Make administrative and procedural decisions and judgments within established guidelines.
• Organize resources, establish priorities, and manage multiple tasks and deadlines effectively.
• Interact professionally with all levels of employees and management, building and maintaining positive working relationships.

Essential Skills

• A high school diploma or equivalent is required.
• One to five years of administrative experience is required.
• Extensive experience in administrative support, including conference, travel, and meeting arrangements, report preparation, and calendar management.
• Proficiency with Microsoft Office applications and extensive computer experience.
• Able to perform accurate timekeeping and attendance reporting.
• Able to properly manage sensitive information and maintain confidentiality.
• Strong detail orientation with the ability to multi-task and manage competing priorities.
• Able to make administrative and procedural decisions and judgments.
• Skilled in organizing resources and establishing priorities.
• Able to create, compose, and edit written materials with strong attention to quality.
• Educational background: Two-year degree or vocational school certification is preferred.
• Experience with SHIPS, PeopleSoft, or other people management software is preferred.
• Accounts payable experience is preferred.
• Experience with timekeeping systems is preferred.
• Experience working with union employees in a plant environment is preferred.
• Demonstrated flexibility, professionalism, and strong interpersonal skills.
• Able to build and maintain positive relationships with internal and external customers.
• Willingness to take personal responsibility and ownership for assignments to ensure tasks are fully completed.
• Strong team orientation and ability to collaborate effectively.
• Demonstrated commitment to safety and compliance.

Additional Skills & Qualifications

• Experience with critical illness, accident, and hospital insurance is preferred.
• Experience with health spending accounts (HSAs) is preferred.
• Experience with transportation benefits is preferred.
• Experience with employee assistance programs is preferred.
• Experience with workplace type (fully onsite) is preferred.

Work Environment

This role is based in a plant environment supporting multiple operational departments. The anticipated work schedule is Monday through Friday, 6:00 a.m. to 2:30 p.m. The position involves working with various business systems, including Microsoft Office applications, timekeeping tools, people management software, and data verification tools such as Tableau. The work setting is professional and safety-focused, with regular interaction across departments and with external vendors. The role requires attention to detail, confidentiality, and consistent adherence to plant procedures and safety initiatives.

Job Type & Location

This is a Contract to Hire position based out of Wilsonville, AL.

Pay And Benefits

The pay range for this position is $18.00 - $26.00/hr.

Requirements

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.