Safety Administrative Assistant

Summary

Provide administrative and technical support to the Safety and Loss Prevention program and CFO. Ensure safety processes and systems are running smoothly, while adhering to agency policies and safety standards.

Essential Duties & Responsibilities

• Provide administrative and technical support for the Safety and Loss Prevention Program.
• Review, retrieve, and archive camera footage in response to Safety or Security requests.
• Administer insurance and workers’ compensation claims, maintaining strict confidentiality of organizational files and sensitive information.
• Coordinate and facilitate the annual Insurance Renewal application process.
• Maintain safety inspection data and reports, ensuring timely follow-up on all outstanding corrective action items.
• Monitor safety training compliance and conduct regular follow-ups with individuals or departments with incomplete requirements.
• Prepare and update monthly safety reports and charts for distribution to managers and executive leadership.
• Record, maintain, and distribute minutes for Safety Team and Risk Management meetings.
• Maintain and update the Agency’s safety website as needed.
• Ensure compliance with all Agency policies, procedures, and safety standards, maintain documentation to meet CARF, HIPAA, Department of Labor, and other regulatory requirements.
• Assist with offsite safety audits and accident investigations as needed; some fieldwork required.
• Comply with all Agency policies, procedures and safety standards throughout work areas and maintain same to meet CARF, Department of Labor and other regulatory standards.
• Other duties as assigned by the Safety Manager.

Supervisory Responsibilities

None.

Education Requirements

Associate’s degree in business administration, Accounting or Financial Administration, or Computer Science. Relevant experience may substitute for the degree requirement.

Experience Requirements
An associate’s degree with experience in the field of Administrative Support is desired.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to maintain a valid driver’s license and a driving record acceptable to GESMV’s liability insurance provider.
• Ability to pass a criminal background check.
• Ability to pass random drug screenings.

Skills & Abilities

• Willingness and ability to develop working knowledge of all current Safety and Loss Prevention systems in support of the position and Agency goals and initiatives. Prior Salesforce experience is a plus.
• Strong technical competency and ability to learn new systems and processes quickly; ability to quickly learn and become efficient with Sales Force, Camera System software, Safety software (ThinkLP), and others.
• Microsoft Office with intermediate knowledge of Microsoft Excel, Word, and PowerPoint required.
• Excellent interpersonal skills with the ability to relate well with a broad spectrum of people.
• Must be a highly organized, detail-oriented, and self-motivated individual able to handle multiple tasks and meet deadlines in a fast-paced environment.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to respond to common inquiries from employees.
• Ability to follow through with projects and assignments in a timely and efficient manner.
• Mature judgment and ability to handle sensitive situations and confidential information with professionalism.
• Ability to be self-directed, able to take initiative and exercise independent judgment.

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 this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The ability to regularly stand, walk, use of hands to finger, handle, or operate objects, tools, or controls
• The occasional ability to climb, balance, stoop, kneel, crouch, or crawl, and smell.
• The ability to regularly lift and/or move up to 10 pounds.
• The ability to frequently lift and/or move up to 25 pounds.
• The ability to occasionally lift and/or move up to 50 pounds.
• The ability of close vision, distance vision, color vision, peripheral vision, depth perception, and the 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The employee works in outside weather conditions and is occasionally exposed to risk of electrical shock
• The noise level in the work environment is usually moderate.

#WorkAtGESMV

The above duties and responsibilities are essential job functions subject to reasonable accommodation. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job and/or apply for the position, absent undue hardship.This job description is not to be interpreted as an all-inclusive list of duties, responsibilities, or requirements. Employees may be required to perform additional job- related tasks as assigned, subject to reasonable accommodation.