Administrative Assistant 2 - Human Resources

About the role

Provides administrative support to the Human Resources department and performs accurate data entry, inbox monitoring, audit support, records management, document scanning, and paperless-file conversion duties.

Responsibilities

• Reads and routes incoming mail for department; prepares outgoing mail.
• Monitors the Human Resources department inbox; reviews, responds to, routes, and tracks messages and follow-up items in a timely manner.
• Enters employee information into appropriate database.
• Creates personnel files; organizes and files all documents in the appropriate sections in the personnel files.
• Scans, uploads, indexes, labels, files, and retrieves physical and electronic personnel records while maintaining confidentiality and established recordkeeping practices.
• Assists with the HR paperless records project by digitizing personnel documents, organizing electronic files, and verifying that scanned records are complete, legible, and stored in the appropriate location.
• Maintains employee personnel, criminal history, and health files in current status.
• Routes monthly reports to supervisors and/or employees as reminders of updates due for the month, including performance evaluations, driver’s license renewals, TB tests, professional licenses/certifications, auto insurance, and criminal backgrounds.
• Completes Motor Vehicle Records and other checks on new hires, if applicable, and rechecks current employees as required.
• Assists the receptionist with switchboard relief during lunch, breaks, and other times as needed; gives information to callers or routes calls to the appropriate location.
• Ensures that all paperwork is completed in its entirety.
• Performs accurate and timely data entry, including new hire information in the HRIS and training hours in the LMS; verifies information for completeness and accuracy before entry or update.
• Assists with internal and external audits by locating, reviewing, preparing, and organizing requested personnel records and supporting documentation; helps identify and follow up on missing documents.
• Ensures terminated employee files are processed properly.
• Complies with all federal, state and local laws and regulations pertaining to Easterseals Arkansas; has no access to client files and will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Requirements

• High school diploma or equivalent; six months to one-year related experience and/or training; or equivalent combination of education and experience.
• Excellent analytical and organizational skills.
• Excellent written and verbal communication.
• Strong computer skills to use email, calendar, word processing, spreadsheet, video conferencing, and presentation software, as well as program-specific platforms.
• Proficient keyboarding and typing skills, with the ability to enter information accurately and efficiently.
• Computer savvy and able to learn and use new software, HR systems, scanning equipment, electronic document management tools, and other office technology.
• Strong orientation to deadlines and detail.
• Ability to manage a diverse and demanding workload.
• Physical demands: regularly required to sit and talk or hear; frequently required to use hands to finger, handle, or feel and reach with hands and arms; occasionally required to walk and stoop, kneel, crouch