Office Support Specialist

Salary Non-Exempt- This position is paid 20 hours per week at $22,495.20 annually.

Any hours worked beyond 20 in a workweek will be compensated at the hourly equivalent of your salary, which is $21.63 per hour.

In compliance with federal and state law, hours worked over 40 in a workweek will be paid at 1.5 times your hourly rate.

The Office Support Specialist provides essential administrative support to the Human Resources department. This part-time position (20 hours per week) assists with various administrative functions, including onboarding, employee relations, compensation, benefits, training, and maintaining employee records. The Office Support Assistant is responsible for processing HR applications, keeping accurate attendance and employment records, and compiling data for HR management reports. Additional duties include conducting pre-employment screening interviews, processing background checks, and responding to routine inquiries regarding HR policies and procedures. The Office Support Specialist ensures all tasks are completed accurately, confidentially, and in a manner that supports a positive employee experience.

B. SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

C. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Staffing Support: Process and log attendance. Recruitment Assistance: Help set up new employees in our systems. Recordkeeping: Maintain and update employee files to document personnel actions. Provide information to authorized persons in response to file inquiries. Data Synchronization: Update, synchronize, and consolidate employee lists/data, including AAP, staffing, birthdays, anniversaries, new hire checklists, training databases, attendance calendars, performance and disciplinary lists, turnover rates, temporary staffing details, overtime/pay/bonus eligibility, and information on lockers and safety glasses/shoes. Training Support: Assist in developing training materials. Safety Awareness: Recognize and act on incidents and potential safety risks. Consistently promote and enforce safe work behaviors throughout the organization. Compliance: Adhere to Good Manufacturing Practices (GMP), Food Safety guidelines, and HACCP Pre-requisite Programs related to job activities. Help ensure consistent compliance.

D. DESIRED MINIMUM QUALIFICATIONS:

DESIRED MINIMUM QUALIFICATIONS:

• Education and Experience:
  • High school diploma or equivalent required.
  • Associate's degree or equivalent from a two-year college or technical school preferred; OR
  • Six months to one year of related office experience and/or training preferred; OR
  • Equivalent combination of education and experience.
• Necessary Knowledge, Skills, and Abilities:
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) required.
  • Excellent verbal and written communication skills required.
  • Ability to maintain strict confidentiality in daily operations required.
  • Demonstrated ability to conduct duties in a professional manner and maintain a professional appearance is required.
  • Basic knowledge of HR practices and employment laws (ADA, FMLA, EEO) preferred.
  • Strong organizational and time-management skills required.
  • Ability to work independently and as part of a team required.

F. SUPERVISION RECEIVED:

Works under the general direction of the Plant Human Resources Manager.

G. PHYSICAL DEMANDS:

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is frequently required to sit, stand, and walk. The ability to see, hear, and speak is critical to this job. Physical dexterity requirements include using a telephone and computer/electronic equipment. The ability to distinguish colors is useful.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.

The mental efforts required on a daily basis include those related to reading, writing, basic arithmetic, mathematics, visualizing conclusions, analyzing data, searching for solutions, creating methodologies, conducting research, managing resources, and evaluating the performance of others.

H. WORK ENVIRONMENT:

The work environment characteristics described here represent 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.

The noise level of the work environment is normal in the office, and loud, requiring hearing protection when on the production floor. The condition of the air is normal. The surface on which work is performed is level. Approximately 3 hours per day are spent working under time pressures, while approximately 3 hours are spent working rapidly. 95% of the time is spent working at a desk. 95% of the time is spent working in an office. The remaining 5% of the time should be spent talking with employees on the production floor and warehouse.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

I. COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

Continuous Learning - Pursues training and development opportunities; strives to continuously build knowledge and skills.

Job Knowledge - Competent in required job skills and knowledge; requires minimal supervision.

Use of Technology - Uses technology to increase productivity.

Problem Solving - Identifies and resolves problems in a timely manner.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Teamwork - Balances team and individual responsibilities.

Adaptability - Manages competing demands.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Judgment - Displays willingness to make decisions.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.

Quality - Demonstrates accuracy and thoroughness.

Quantity - Strives to increase productivity.

Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions ; uses equipment and materials properly.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.

LIMITATIONS AND DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an "at-will" basis.

Silgan is an Equal Opportunity Employer. We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, marital status, or the presence of a disability, which would not prevent the performance of essential job duties with, or without reasonable accommodation of any other protective status.

Silgan is a drug-free workplace.

EEO/M/W/Vet/Disability