Intern, Admin

Summary

The Intern Admin Student provides administrative support at the Distribution Centre for unionized employees, supervision, managers, and senior management. This position is responsible and accountable for processing information in a timely and accurate manner in compliance with Company Policies and the Collective Agreement. The Administrative Clerk ensures that Operations has the correct information and tools to support the daily functions of the Distribution Centre.

Specific Responsibilities

• Printing of EXE reports, transfer selector hours from EXE to labour sheets for the Payroll Department and update productivity spreadsheet.

• Administration of the DC Time and Attendance Program and support to the Operations Team.

• Administration of the Measured Day Work Program (MDWP) including reports and productivity letters to support to the Operations Team. Provide supporting documentation.

• Preparation of Disciplines and Record of Warnings, including typing, distribution and scanning for shared drive, based on information received from Supervision.

• Assist with weekly preparation of Productivity Letters, scanning documents and updating spreadsheet.

• Accurate and timely update of employee data base, based on employee update forms. Ensure forms are completed properly with the necessary signatures and forward to DC Human Resources.

• Other miscellaneous duties, as determined by the Supervisor, Operations Administration that supports the operation of the Distribution Centre.

• Preparation and circulation of P.T. and F.T work schedules weekly.

• Preparation and circulation of P.T. and F.T Probation Reports weekly.

• Scanning documents to shared drive. Filing. Maintain department files.

• Updating of all overtime lists (DOL, EDOL, SHOL) including timely posting and removal; typing of overtime schedules, preparation of temporary and permanent postings, charts and preparation of update forms, preparation of registered letters, processing of termination forms and other duties as required.

• Update FT Seniority list weekly, post quarterly.

• Prepare Permanent and Temporary Job Postings and Awards Weekly. Update Temporary Posting Chart.

• Manpower Report weekly

• Update Call-In List

• Safety Shoe Allowance tracking, update provider monthly with new list and reconcile invoices.

• Sortation & distribution of mail.

• Vacation Charts prepared annually, 1st poll, 2nd poll, audited, posted. Post communication memos.

• Processing of termination disciplines and registered letters including tracking, use templates and ensure supporting documentation is attached to termination form, obtain signatures, forward to HR-DC for processing. Receive a list of names and process.

• Other duties as required

• Learn & apply Collective Bargaining Agreement knowledge and meet timelines as defined.

Qualifications:

• College study (2 years) in business or administration.

• 1-3 years work related experience.

• Good oral and written communication skills including good interpersonal skills.

• Ability to prioritize and multi-task, as the incumbent must adhere to strict deadlines with consistent interruptions.

• Ability to problem-solve and work independently with minimal or no supervision.

• Strong knowledge of Microsoft Office Suite, especially Excel

MUST BE COMFORTABLE WORKING FLEXIBLE HOURS - some weeks less than 40, some work on weekends (from home)

Relationships

Distribution Centre Departments (Operations, Human Resources, Health & Safety, Finance and Labour Relations), customers, union employees