Office Services Specialist

General Purpose

Performs office support functions and job duties for the DFA Dairy powder plant office and laboratory in St. Albans, VT. Responsibilities include data entry, document creation and responding to inquiries in support of the general plant, human resources, and safety.

Job Duties and Responsibilities:

Plant Support Duties:

• Responsible for answering main plant phone line and directing calls accordingly.
• Greet visitors and maintain visitor logbook.
• Schedule plant tours, arrange meetings, and facilitate various plant activities.
• Maintain conference room scheduling and postings of meetings.
• Enter production, quality and safety data as requested.
• Coordinate with departments on uniform orders, supplies and reconciliation of invoices.
• Assist Production and Accounting with monthly inventory.
• Monitor DairyU Trainings and generate weekly completion reports for all departments.
• Pick up and distribute incoming and outgoing mail daily.
• Updates display monitors with pertinent employee announcements and communications.
• Maintains break room and office supplies.
• Maintain door key cards and access. Replaces cards as needed and creates cards for new hires.

HR Duties:

• Maintain employee personnel records and filing of recruiting documentation, employment verifications, and other documentation as required. Track and follow up on any missing documentation as needed.
• Assist in recruitment for all non-exempt plant positions by scheduling interviews as requested and application record keeping.
• Completes internal postings for all union bid job openings.
• Support in the new employee orientation
• Ensure new hire paperwork is complete
• I9, W4's
• Union application paperwork
• Union health paperwork
• Assist employees by printing paystubs and providing copies of employee documents as requested.
• Supports employee appreciation activities, including assisting in organizing employee meals as necessary.
• Assist with employee recognition (ie. anniversary dates, new hire announcements).
• Creates and posts annual vacation schedules.
• Updates HR forms as necessary – examples are position bids, volunteer sheets etc.
• Maintenance of the following tracking systems:
• Seniority List
• Training Tracker
• Locker Listing/Issuance of Lockers
• Staffing Tracker
• Distribute weekly paychecks by department.

Safety Duties:

• Participant in the EHS Safety Committee.
• Safety Champion in one area.
• Administrative maintenance of EHS Dashboard.
• Administer and maintain records of boot voucher program.
• Monitor DairyU Trainings for safety completion.
• Maintain safety awareness binder for training and weekly report out.
• In coordination with the EHS Leadership, report out weekly culture point completion.
• Schedule training and safety tests (hearing, respiratory etc.) as directed by EHS Leadership.
• Exhibit the values and ethics of Dairy Farmers of America through honesty, discretion, and sound judgement.
• Adhere to all DFA Quality, Safety, and GMP policies and procedures and report any nonconformity.
• Attend required training, including but not limited to, Safety, GMP, Hazard Analysis and Critical Control Point (HACCP), and Safe Quality Foods (SQF).
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties and skills required.
• Other duties may be assigned as required.