Admininstrative Assistant/Analyst - Safety, Health and Environmental
Vulcan Materials Company - Birmingham, AL

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Summary Description of Position
      Responsible for providing advanced administrative support services, under minimal supervision, for the following:
      • Vice President – Safety, Health and Environmental and Engineering Services
      • Director – Safety, Health and Environmental
      • Director – Safety Services
      • Manager – Environmental Services
      • Manager – Occupational Health
      • Also provides administrative support services for the departments’ Industrial Hygienist, two Safety and Health Specialists, Environmental Specialist, and Director – Engineering Services, Manager of Mine Planning/Geology.
      Principal Duties and Responsibilities

      1.

      Responsible for providing competent support services for the staff through technically efficient operation of computers and software applications, e-mail, internet, printers, copy machines, facsimile machine, scanner, telephones and voice mail.

      2.

      Must have good interpersonal communications skills and tact, be responsible for communicating with and working with region staff, other staff departments, senior management, and outside contact sources in requesting information, responding to requests, and assisting the safety, health and environmental department in the performance of its job functions.

      3.

      Support Services

      Responsible for providing administrative services for the efficient operation of the department. Gathering, organizing and formatting information properly, handling routine daily activities, and maintaining filing systems and records. Responsible for producing a variety of reports and presentations as required by management.

      Makes travel arrangements for management team using authorized agency and provides traveler with complete travel information including e-itinerary, meeting agendas, seminar schedules, etc.

      Coordinates meetings, conferences, and training classes to include scheduling, preparing materials, arranging for meals/refreshments, and ensuring that meeting facility is properly set up.

      Maintains all records of department purchases and expenses, reconciles MasterCard procurement card purchases reports for SHE, Engineering and Geology departments.

      Prepares invoices that department is responsible for paying for approval and payment by scanning and sending to Payment Services. Payment Services then sends Workflow Mailer at which time responsible for entering account poet string for invoice and forwarding Workflow Mailer to approver. Maintain copies of invoices sent and follow up on payment via VMC AP Inquiry.

      Responsible for maintaining adequate office supplies to include ordering and storage.

      Request Clinical Medicine e-articles via Current Contents Connect for Director – SHE and maintain e-file directory

      4. Report Preparation for SHE Management Committee, ExCom, OpsCom, HR Council, Board of Directors

      Responsible for acquiring and compiling data and extracting data from databases to generate various reports/graphs monthly and quarterly as required (SHE Management Committee, ExCom, OpsCom, HR Council, Board of Directors)

      Injury and Liability Report (monthly/year-end)

      Workers’ Comp Injury and Liability reports from Business Intelligence/Rockstar databases

      Extract workers’ comp claims RiskMaster/Rockstar databases

      Injury and Liability Report (Excel spreadsheet)

      MSHA Citations Report from Citation Tracker database (monthly) ( citations issued to Vulcan for alleged violations of safety and health regulations by MSHA)

      Once report is run, data is entered into Excel spreadsheet to generate statistical data, such as citation and S&S citation rates, year-to-date total inspections and citations, S&S citations, $ penalties paid by VPGM and Region). Graphs are linked to data to automatically update.

      MSHA, OSHA, CalOSHA Citations Report from Citation Tracker database (year-end for Management Incentive Plan) ( citations issued to Vulcan for alleged violations of safety and health regulations by MSHA, OSHA, CalOSHA)

      Once report is run, data is entered into Excel spreadsheet to generate statistical data, such as citation and S&S citation rates, year-to-date total inspections and citations, S&S citations, $ penalties paid by VPGM and Region). Graphs are linked to data to automatically update.

      Environmental Citations Report from Citation Tracker database (monthly/year-end) ( citations issued to Vulcan for alleged violations of environmental regulations)

      Once report is run, data is entered into Excel spreadsheet to generate statistical data, such as breakdown by VPGM, Region, categories (air, water, etc.) and graphs.

      Management Incentive Plan (MIP) Summary (Excel spreadsheet)

      Once year-end Injury and Liability report, MSHA-OSHA-CalOSHA and Environmental citations reports are compiled, incident rates are entered in the input worksheet of the MIP Excel spreadsheet, which automatically calculates SHE Bonus Point awards.

      5.

      MSHA ID Updates (Quarterly)

      Prepare MSHA ID Status Report and submit along with current VMC officer list to MSHA.

      6.

      OSHA Recordable Log and Summary of Work-Related Injuries and Illnesses (Corporate)

      Within 7 calendar days after notification of a Corporate injury, record case on OSHA log if recordable. At end of year, fill in total corporate work hours and average corporate employees, VP-SHE’s signature and post on bulletin board downstairs by February 1 of following year.

      7.

      Boiler and Machinery Inspection Tracking System and Coordination

      Liaison between regions and FM Global to ensure the coordination of boiler and machinery inspections. Duties include assisting regions by contacting FM Global when requested to resolve delinquent inspections or service problems, coordinating inspections at new facilities and/or obtaining valid inspection certificates.

      Qualifications
      Education, Experience, Skills Required

      An Associates or college degree with a minimum of three (3) years’ administrative experience is required. Familiarity with Safety, Occupational Health, and Environmental areas is a plus. Position involves contact with various levels of internal customers as well as external customers requiring good interpersonal skills and tact.
      • Intermediate skills in Microsoft Office applications [Outlook calendar, Excel (emphasis on creating graphs, formulas, filtering, sorting), PowerPoint presentations and Word]
      • S trong verbal and written skills essential
      • Excellent proofreading skills and a ttention to detail a must
      • Ability to effectively organize and prioritize tasks independently and handle confidential information
      • Ability to handle multiple priorities and perform tasks in a fast-paced environment
      Job : Health & Safety
      Primary Location : Alabama-Birmingham

      Organization : Corporate
      Schedule : Full-time

      Job Posting : Feb 12, 2013, 8:12:02 AM

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