Safety Administrative Assistant

Overview

The Safety Administrator will play a crucial role in supporting the safety department by maintaining incident records, managing training documentation, and assisting in the development of safety training programs. This position involves a mix of administrative duties and hands-on support to ensure the safety protocols and training programs are effectively implemented and maintained. This salary, non-exempt position will report to the Safety Manager.

Responsibilities

• Record Keeping:
• Maintain incident, training, and general files, including both hardcopies and electronic copies.
• Update and manage incident and training databases/spreadsheets, enter data, update records, and run reports.
• Run and submit daily, weekly, and monthly reports.
• Training Development:
• Focus on developing and maintaining training programs.
• Develop an electronic methodology for training and procedural documentation retention, ensuring all files are up to date.
• Track employees' training requirements in both physical and electronic files.
• Update company learning management system with safety training hours per employee.
• Organize and document training for new miners, including follow-up during the established process timeframe and setting up new employees for daily classes.
• Train new managers in Process Map (Health & Safety Management System) reporting.
• Support safety training or inspections designated by the department.
• Safety Metrics and Documentation:
• Develop an electronic dashboard for safety metrics tracking and maintenance to support the safety manager’s goals and objectives.
• Process Map reporting and corrective actions follow-up with the operations team.
• Weekly toolbox talks preparation, distribution, and completion.
• Create and develop safety-oriented signage to be installed at the site.
• Manage the prescription safety glasses program for the site.
• Maintain inventory of safety PPE for new miners and visitors.
• Support bi-annual MSHA training audits and Group Safety audits.
• Participate in safety stand downs and participate in safety committee meetings.
• Prepare and distribute safety meeting minutes.
• Update all plant bulletin boards with current MSHA citations, safety alerts, toolbox talks, safety committee minutes, etc.
• Coordinate and schedule required annual hearing exam for all employees.
• Administrative Duties:
• Assist the Safety Coordinators and/or Safety Manager on projects such as presentations and other tasks as needed.
• Locate files and correspondence for the Safety Coordinator and/or Manager as required.
• Order office supplies and other elements that support the security and safety of the site.
• Provide general clerical support, including preparing meeting rooms and ordering lunches for safety department meetings and trainings.

Qualifications

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree in a related field preferred.
• Previous experience in safety administration or similar role is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Attention to detail and a commitment to maintaining accurate records.
• Bilingual in Spanish and English, required.
• Must have a valid driver's license

Working Conditions:

• This position may require occasional lifting of up to 25 pounds.
• Able to walk, stoop, kneel, crouch, and crawl.
• The role involves working in both office and plant environments.
• The Safety Administrator may need to wear personal protective equipment (PPE) when visiting certain areas of the site.
• Ability to work overtime, weekends, and holidays, as needed.