Administrative Assistant/Operations Data Analysis
Dominion Colour Corp
Ajax, ON

Reporting to the Site Manager, the Administrative Assistant / Operations Data Analysis position provides administrative support for all manufacturing related matters. Duties include (but are not limited to); working with standard spreadsheets and word processing software packages, collecting, summarizing and assembling charts, graphs, RFA's and tables, issuing daily/monthly/weekly reports following established procedures, composing routine letters/memorandums. This position is also accountable for providing a broad range of confidential HR administrative duties for the Ajax plant and the Corporate Human Resources department. The incumbent also manages personnel functions and provides administrative support for the worker's compensation process.

This position is required to have a working knowledge of the Company's Environmental Health and Safety policies and practices (including emergency response) and ISO quality systems, and be familiar with applicable human rights and employment standards legislation.


The specific responsibilities of the Administrative Assistant, while not limited to, include:

Inputting payroll information for all hourly paid employees and liaise with head office payroll department in regards to vacation changes and payroll adjustments. Print weekly blank timesheets and overtime tally reports for the supervisors.
Providing Ajax Plant production data to middle and senior management by means of completing the Daily Production Log created by the incumbent, which includes reformatting the login response to changes in the forecast.
Issuing the daily production log to supervisors in an attempt to keep the focus on targets
Completing and filing all required documentation in respect to work-related accidents i.e. Workers Safety & Insurance Board (WSIB) Form 7 within established time frames, medical bills from hourly employees, physicians, hospitals, etc. and forward to WSIB and if necessary, liaise with WSIB for any problems related to claim for resolution
Inputting of all production data into the QAD system from batch sheets, lot sheets and daily packing from shift reports ensuring product availability in the computer system.
Processing and maintaining all personnel records (including job changes, pay rates, medical records, address changes, etc.) in a confidential manner based on the collective agreement.
Developing, designing and preparing up-to-date records on all accidents, incidents, fires, environmental and health & safety reports
Communicating with the Quality Control Superintendent to clarify any discrepancies on lot/batch yields.
Responsible for daily backup of the computer system. Communicate with the Systems Manager with regard to any computer issues at the Ajax plant
Completing the monthly activity report (key measures) for the Ajax Plant-Manufacturing that includes productivity calculations, direct & period costs, hourly manning numbers, first aids, medical aids, lost time accidents, and a number of incidents (including environmental internal and reportable).
Providing analytical data to the Production Superintendent by developing and maintaining daily and monthly drying analysis reports and shift production tracking reports.
Ensuring employees receive STD cheques as well as doctor's notes cheques. Keep the Site Manager, Production Superintendent and Production Supervisors apprised of the progress.
Developing and maintaining grievance log for all grievances at the Ajax plant including outcome, providing log report to senior, middle management and human resources
Developing and maintaining Case Management report and provide same to senior, middle management and human resources
Generating absenteeism reports from QAD for Site Manager, Production Superintendent, and Supervisors to facilitate the AMP.
Preparing, posting and maintaining updated unionized employee vacation schedules, job postings, shift schedules, etc.
Coordinating and maintaining appropriate personnel files for all hourly paid employees, including safety, medical and personnel matters.
Maintaining worker's compensation and short-term disability files for hourly employees ensuring all information contained within files is appropriate and within WSIB/Manulife guidelines.
Providing corporate HR with information pertaining to training activities, grievances, accidents, etc., on a monthly basis
Responsible for Manufacturing Petty Cash.
Performing such other duties that may be assigned from time to time by the Site Manager.
Updating Standard Operating Procedures (SOP's) as and when any changes occur, Distribute to Supervisors, Production Superintendent, and Mtce Supervisor. Ensure SOP binder kept to date for ISO Auditing.
Updating and maintaining the Ajax plant Emergency Response Manual, Fire Safety Plan, and ISO 9001/14001 documents.
Participating in yearly data entries and communicate reports with accounting staff to ensure production numbers meet with accounting data
Coordinating the employment application and interviewing process for hourly employees, scheduling medicals and checking references. Ensuring that all necessary employment tests and forms are completed in a timely manner for new employees, including new employee orientations and liaising with benefits carrier personnel and the Company doctor.
Setting up training for hourly employees for all functions related to health & safety requirements.

High school graduate with excellent word processing and computer software skills i.e. Word, Excel, PowerPoint
Detailed oriented, highly organized
Strong communication, interpersonal and relationship-building skills
Up to 3 years of relevant work experience, full training will be provided

Office environment. Personal protective equipment is not required. Clothes can be soiled by pigment. Working area is air-conditioned. Work performed seated.