Administrative Assistant

Position Title: Administrative Assistant

Location of Position: United States -- Wisconsin -- Sturgeon Bay

Business Group: Fincantieri Bay Shipbuilding

Department: FBS Production - 530

Position Type: Full-Time; Permanent; Non-Exempt

Reports To: Production Manager

Position Summary: This position is responsible for performing a wide range of secretarial and administrative duties, coordinating information for the FBS production staff at our vast, 63-acre facility. Significant heavy manufacturing takes place both in several fab shops, as well as on the waterfront. The successful candidate will support the working men and women by performing word processing, spreadsheet development use, as well as limited development use of data bases.

Detailed Description:

* Develops and maintains office forms and procedures, and assists with administrative tasks.

* Works with subject matter experts to write new work instructions, update existing work instructions and organize work instructions and operating procedures

* Composes types and edits correspondence, reports, memoranda and other material.

* Oversees and administers the distribution of drawings and technical information to internal customers, external customers and vendors.

* Create reports and project documentation in a final format from rough notes or drafts.

* Operates other standard office equipment like copy and fax machines.

* Ability and willingness to engage in highly energetic pursuits on the waterfront.

* Acts as receptionist by greeting, screening and escorting visitors to the appropriate party. Handles matters as needed and provides information as requested.

* Maintain a commitment to and promote the Quality and Environmental, Health & Safety Policies.

* Abide by and enforce all organizational policies and procedures.

* Participate in meetings of staff and special committees, as requested.

* Coordinate large and small-scale meetings and events (venue, planning, IT needs, guest lists, transportation needs, food, deliverables from swag to documents, etc.), as well as coordinate payment and deliveries.

* Handle highly confidential information discreetly and confidentially.

* Maintain confidential electronic filing systems.

* Able to work with vendors, customers, owners on all repair and contract aspects, as well as all customer service and new construction aspects.

* Must be able to gather information and disseminate to others clearly.

* Must be able to read large complex documents (contracts, specs, etc.) and assist Production and Program Management in preparation of BIDS and invoices.

* Responsible for Master File Recording/Documentation/File Storage and record-keeping company wide. Including, but not limited to, physical file storage, as well as electronic records.

* Must be able to proofread all documentation and understand what is being sent.

* Liaison between security and guests.

* Maintain and update electronic and hard copies files of test certifications. Collaborate with QA/Production and HR to facilitate testing needs and record keeping,

* Work with QA/Dylan (test instructor) and HR to ensure employees are prepared for DOD work with required paperwork.

* Maintain and update equipment records for info on feeders and power sources, equipment calibrations.

* Help production and QA setup testing dates.

* Contact foreman if employees have overdue certs or their certs will soon be up, or any retesting for their 3 years.

*

Liaison between callers and management (as needed)

* Must be able to clearly understand and follow all rules with regard to what information is proprietary.

* Create all new documents or forms, lamination of documents, printing and folding of construction drawings, training of production personnel, uploading of photos, etc.

* Other duties may be assigned.

Core Competencies:

* Organizational Savvy -- Maneuvering comfortably through complex policy, process, and people-related organizational dynamics.

* Collaborates -- Building partnerships and working collaboratively with others to meet shared objectives.

* Communicates effectively -- Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

* Customer Focus -- Building strong customer relationships and delivering customer-centric solutions.

Minimum Qualifications:

* High School Diploma

* Proficient in all office machines

* Must be able to use Microsoft Word, Power Point, Excel, Outlook, and Microsoft Teams with no assistance

* Must be able to navigate Microsoft Windows with no assistance and be comfortable using Edge, Explorer, Chrome, etc.

* Must be comfortable preparing tables, spreadsheets, graphs, presentations, video calls, conference calls, as well as training others

* Must be able to multi-task and prioritize

* Must take initiative to solve problems and ask questions

* Must be able to be a resource for others and train others

* Must be familiar with an ERP system

* Organization is an absolute must

Desired Qualifications:

* Associate degree from an accredited junior or technical college in the field of Administrative Assistant

* Minimum of 3-4 years job-related experience

* Excellent interpersonal skills

* Collaborative interpersonal style

* Personable and professional in demeanor

* Highly reliable and discreet

* Logical and well-reasoned deduction skills

Company Overview:

Fincantieri Bay Shipbuilding (FBS) is located in Sturgeon Bay, Wisconsin. With roots dating back to 1918, we currently exist as an industry leader in new construction, repair, and major conversions. The FBS portfolio includes articulated tug-

barge units, OPA 90-compliant vessels, dredges and dredging support equipment, and offshore supply vessels along with specializing in Great Lakes self-unloading vessels. We strive to be the shipbuilder of choice in safety, quality, value and

Dependability by offering innovative and competitive maritime solutions tailored to our customers' needs. Our mission is to build, repair and sustain maritime vessels that proudly supply, service and defend our nation and the world.

EEO Statement:

Fincantieri Bay Shipbuilding provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We promote a Drug Free Work Environment and require pre-employment drug testing as well as mandatory random drug testing.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

If you are an individual with a disability and you need assistance or an accommodation during the application process, email our Human Resources Department at Bayshipbuilding-HR@us.fincantieri.com.