EHS Administrative Specialist (Operations)

Job information

Job Title/Position: Systems & Technology Specialist, Safety Management Systems
Functional Title: EHS Systems and Tech Analyst 
Org Unit: Safety
Reports to: Safety Manager
S-Div/Division:    People & Culture
Cost Center: K3400

General Summary

Provide administrative and technical support to all Managers of EHS sections and Head of Department of Environmental, Health and Safety (EHS).

Essential Duties and Responsibilities

• For all EHS Sections - coordinate all budget development for expense and investment. Monitor budgets and schedule weekly/monthly/quarterly budget reviews. Coordinate with departmental leadership, finance, etc. to ensure timely processing of all budgetary related activities.
• Create approval requests, purchase requisitions, Autoway requests, All SAP Activities, Goods Receipts, KIPPC, KOFAX, and Fiori maintain a current knowledge of goods and services.  Process and reconcile all invoices for purchases, services, and projects.
• Provide confidential administrative management services, including maintaining specific EHS records, and other safety-related logs, files, and/or databases, including ordering safety materials using the SAP purchasing system and tracking deliveries goods & services receipts. Distribute departmental communications as directed.
• Maintain EHS owned equipment and asset database and support Finance asset management.  Order, maintain inventory, and control distribution of standard office supplies.  Maintain departmental equipment database and calendar for associated calibrations.
• Process and track all submitted and completed Scopes of Work (SOW), Management of Change (MOC), and Equipment Buy-off documentation. 
• Prepare proposals, approvals, internal communications, reports, etc., ensure all appropriate signatures are obtained.
• This position has no financial authority but is responsible for maintaining company memberships, subscription renewals, permits, licenses, and standard office supplies budget within established limits set by the Departmental HOD.
• Serve as Administrator for all departmental records.  This responsibility includes maintaining and BMS policies, procedures, work instructions, and forms, maintaining the master list of all departmental records in accordance with the Kia Georgia Records Retention Policy as directed. 
• Ensure departmental compliances are met in relation to external certifications (i.e., ISO 9000, ISO 14001, and ISO 45001); perform as the internal departmental auditor, schedule training, attend meetings, and prepare related documentation.
• Administer ordering, maintaining inventory and distribution of Personal Protective Equipment including vendor interaction that furnish Steel/Composite-Toe Shoes, Prescription Safety Eyewear. Monitors and maintains standardized consumables list based on min/max inventory system and reorders supplies as needed.  
• Support the chemical acquisition and management process, including coordination of requisitions, process flow and maintenance of Material Safety Datasheets for all direct and indirect chemicals. 
• Perform special projects and assist in all sections of EHS when needed,
• Coordinate team building functions, presentation material, and confirm availability of media locations.  Schedule departmental team meetings and seminars including coordination of appointments, correspondence, and travel arrangements.
• Complete and document Safety Observations Tours and findings as instructed and needed.
• Assist in all emergency response activities and drills as needed. 
• Maintain contracts and lease agreements with vendors ensuring all required KIA GEORGIA documentation (Service Agreement, Confidentiality Agreement, Certificate of Insurance, etc.) are current and accurate. 

The above typical duties are characteristic of this job and demonstrate a level of difficulty and are not intended to list or limit the duties that may be required or assigned to a team member in this classification.

Qualifications & Job Requirements

• Associate or bachelor’s degree, along with four (4) to six (6) years of experience in an administrative capacity, preferably within the manufacturing industry, or an equivalent combination of education and experience.

Reasonable accommodation may be provided for those who are able to perform the essential duties of the job.

Specialized Skills and Knowledge Required

• Microsoft Word, Excel, Access, Power Point, and database management are required.
• Business interpersonal skills and technical writing skills 
• The ability to comprehend, interpret, and comply with departmental and corporate policies, procedures, and operations in conducting day-to-day responsibilities.
• Experience using SAP, BMS, BPMS, Fiori, VAATZ systems.
• ISO Auditor 9001/14001/45001 Experience
• OSHA competent person - general industry, Safety-related training courses, NSC advanced safety certificate.