Summary

This position performs all administrative and clerical duties necessary for blend plant operations.  Incumbent will coordinate communication between corporate functions, plant personnel, sales and customers; prepares and/or maintain accurate records of customer orders, incoming/outgoing materials, and paperwork for the warehouse and shipping and receiving.  This position provides clerical support to Quality Operations, Quality Assurance, and regulatory, and is responsible for initiating and tracking SOPs within the PDOCs system, reviewing batch records and raw material release, when needed. Incumbent serves as the “go-to” person for assistance with business technology, office systems, and network information.  

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.

• Strong oral and written communication skills.
• Computer proficiency with email; internet/online training; working knowledge of Microsoft Office, including Word and Excel; familiarity with manufacturing software programs.
• Strong organization skills.
• Excellent attention to detail.

Education & Experience

• High School diploma or General Education Degree (GED) plus six months to one year related experience and/or training; or equivalent combination of education and experience. 
• Working knowledge of cGMP or Quality Systems in a regulated environment is preferred.

Essential Duties and Responsibilities

include the following (other duties may be assigned):

Blend Plant Operations:

• Receives into accounting system all raw materials, including quantities, lot numbers, PO numbers, and status (i.e. “released”, “quarantine”).
• Enters completed batch records, including raw materials consumed, lot numbers, and quantities, into accounting system.
• Reconciles raw material usages in accounting system, using input from production and management.
• Changes status of finished product, and moves record of lots to appropriate location in network, including changing location from one system (such as JDE) to another (such as RCS).

Domestic, Import and Export Shipments:

• Coordinates incoming materials from foreign countries, including assembling documents relating to customs, FDA, USDA, and inland transportation, using resources provided.
• Coordinates pick-up of finished product for shipping to domestic warehouses, including getting orders from Logistics, getting lot numbers to ship, providing Bills of Lading and other shipping documents, and providing expected dates, times of shipments as well as paperwork to warehousing.
• Coordinates pick-up of finished product for shipping to domestic customers, including getting orders from Logistics, getting lot numbers to ship, providing Bills of Lading and other shipping documents, and providing expected dates, times of shipments as well as paperwork to warehousing.
• Coordinates pick-up of finished product for shipment to non-domestic locations, using export handling team, including getting orders from Logistics, getting lot numbers to ship, providing Bills of Lading and other shipping documents, and providing expected dates, times of shipments as well as paperwork to warehousing.
• Maintains training and certifications for shipping of materials and samples per DOT, IATA, and other regulatory agencies, as required.
• Notifies production of upcoming labeling needs.
• Communicates with logistics to confirm or reschedule pick-ups.
• Works with production and warehouse personnel to ensure pick-up dates are reasonable and stock is always available.

Document Management:

• Updates documentation system for Quality documents (SOP’s, Forms) as per instructions from production, supervision, and Quality.
• Provides clerical support to Quality Operations, Quality Assurance, and regulatory, and is responsible for initiating and tracking SOPs      
• Maintains files pertaining to all aspects of customer related issues.
• Maintains office files.

Other:

• Performs administrative and clerical functions for blend plant operations.
• Prepares correspondence, required reports, and/or compliance/regulatory filings. 
• Assists EHS in updating and sending monthly metrics, reports, and annual OSHA 300 log.
• Organizes materials to be presented at training meetings as directed.
• Operates and maintains all office equipment, including but not limited to personal computer, telephone, scanner, fax machine, copy machine, etc.
• Serves as the “go-to” person for assistance with business technology, office systems, and network information.
• Handles all incoming and outgoing mail.

Skills Required

LANGUAGE SKILLS:

Ability to read and interpret documents such as Standard Operating Procedures, policy manuals, technical literature and reports, and safety rules.  Ability to write routine reports and correspondences.  Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the 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 is regularly required to talk or hear.  The employee frequently is required to sit; stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.  The employee is occasionally required to climb or balance, stoop, or kneel.  The employee may occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include peripheral vision and depth perception.

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 is regularly exposed to an office setting.  When entering the production areas, the employee may be exposed to fumes or airborne particles; wet and/or humid conditions; high, precarious places; vibration; and elevated noise levels.

The employee will be required to utilize certain Personal Protective Equipment, including but not limited to, hard hats, safety (“steel-toed”) shoes, eye protection, gloves, and protective clothing. 

Key Competencies