Administrative Assistant

*Career Area
• :
Business Support Services
• Your Work Shapes the World at Caterpillar Inc.
• When you join Caterpillar, you're joining a global team who cares not just about the work we do - but also about each other. We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here - we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.
• Your Work Shapes the World
• Whether it be groundbreaking products, best in class solutions or creating a lifelong career, you can do the work that matters at Caterpillar. With a 95-year legacy of quality and innovation and 150 locations in countries around the world, your impact spans the globe.

When you join Caterpillar, you are joining a team of makers, innovators and doers. We are the people who roll up our sleeves and do the work to build a better world. We don't just talk about progress and innovation. We make it happen. And we are proud of that, because it helps our customers build and power the world we live in - the roads, hospitals, homes and infrastructure. Without a dedicated workforce Caterpillar could not effectively meet our customer's needs. Join us.
• About The Position
The position provides administrative support and a certain level of experience and skills needed to segments of the organization. Responsibilities and tasks assigned require some use of independent judgment and initiative.
• Primary responsibilities for this position will be to (but not limited to)
• Coordinates small projects that support the work of individuals or groups assigned, which involves collecting information, performing research, and planning events, meetings, social gatherings.
• Facilitates schedules and travel for individuals or groups supported, which includes tracking schedules and keeping calendars up-to-date, making travel arrangements, preparing expense books and expense reports, and processing invoices, as necessary.
• Facilitates the work of those supported, which includes scheduling meeting rooms, dealing with cleaning crews, keeping keys of offices and facility, ordering office supplies, dealing with vendors, and greeting visitors.
• Assists in the interpretation and enforcement of the HR policies, practices and procedures.
• Ensures compliance with policies through training, coaching, audits and ongoing review of personnel actions.
• Gathers data on employee movement, such as hiring, promotions, lateral transfers and terminations for local input and entry in PeopleSoft system.
• Assists in the administration of Compensation processes, such as merit increases, equity adjustments, promotions and lateral transfers and in notification to local payroll providers. Administers performance management program to ensure effectiveness, compliance and equity within organization.
• Generates various reports to meet statutory or organizational requirements.
• Provides payroll administration when applicable.
• Administration may include following-up on sickness, vacation and overtime; preparing information for payroll external subcontractor; correcting and timely information for PeopleSoft for all modifications; administering EIP and pension fund; and filling all social returns.
• Maintains updated personnel files on each employee. Works with managers to develop and maintain job descriptions.
• Ensures that the descriptions are accurate and that job requirements are comparable to similarly graded jobs.
• Obtains approval from HQ HR before publishing new job descriptions.
• Provides Office Services duties when applicable to meet the facility requirements including dealing with third parties vendors, which provide cleaning, copy machines, office supplies, mail delivery, cafeteria, security, landlord, disaster recovery, etc.
• Coordinates local medical requirements, which provide physicals, drug tests, annual medical visits, etc.
• Assists International Service Employee's (ISE) needs, such as visa process, work permit, housing search/negotiations, car allowances, schooling information, local market survey, etc.
• Participates in accomplishment of continuous improvement objectives for the department.
• Progress toward accomplishment of these is measured through maintenance of necessary measurements and analysis of associated data.
• Participates in the identification of problem areas and development of resolutions to address them.
• Job Requirements
• Skills and Knowledge Required
• Knowledge of company organization with working knowledge of functions and responsibilities of the departments within the assigned administrative area.
• Knowledge of domestic and international travel services as well as scheduling techniques and guidelines involving expense reporting.
• Knowledge of English grammar, punctuation and spelling.
• Ability to operate office equipment including