Human Resources Administrative Support

About the Role

The HR Admin provides administrative and secretarial support to the HR department. This role involves a diverse range of duties including timekeeping, payroll assistance, coordination of meetings and conferences, managing supplies, coordinating direct mailings, and working on special projects. The HR Admin handles confidential information, answers non-routine correspondence, and interacts with a diverse group of internal and external contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a varied workload.

Schedule

Shifts: Sunday - Monday 1 pm - 9 pm & Tuesday - Wednesday 11 pm - 7 am (Thursday - Saturday off)

Responsibilities

• Assists with routine maintenance and auditing of employee personnel files, records, and documentation to ensure accuracy and up-to-date information.
• Assists or answers frequently asked questions from applicants and employees regarding standard policies, benefits, and hiring processes; refers complex questions to appropriate HR personnel.
• Conducts or assists with hiring events and new hire orientation.
• Schedules and organizes complex activities such as meetings, travel, conferences, and department activities.
• Performs desktop publishing and assists with creating and developing visual presentations for the HR department.
• Establishes, develops, maintains, and updates the filing system for the HR department.
• Conducts daily ADP maintenance, including entering employees in the time clock and general troubleshooting to ensure time clocks are fully functional.
• Performs daily audits of time clock punches and makes required corrections.
• Performs daily audits of scheduled hours vs. actual hours worked.
• Updates employee attendance personnel files and provides follow-up to disciplinary action weekly.
• Conducts wellness checks via phone call for employees on leave or with extended absenteeism.
• Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects, acting as project manager for special projects as requested by the HR department.
• Assists with general correspondence, memos, charts, tables, and graphs; proofreads copy for spelling, grammar, and layout.
• Other duties as assigned.

Competencies / Behavioral Requirements

• Adaptability: Demonstrates flexibility in the face of change and projects a positive demeanor regardless of working conditions. Shows the ability to manage multiple conflicting priorities without loss of composure.
• Organization & Time Management:
  • Time Management: Determines the appropriate allocation of time.
  • Space Management: Effectively manages the workspace (e.g., keeps a clean and organized office, handles paperwork, maintains control over the physical environment).
  • Task Management: Balances conflicting priorities to manage workflow, ensure completion of essential projects, and meet critical deadlines.
• Proactive: Demonstrates the ability to foresee problems and prevent them by taking action. Utilizes analytical skills and a broad understanding of the business to interpret and anticipate needs.
• Communication Skills:
  • Listening Skills: Actively works to improve listening skills.
  • Oral Skills: Speaks with confidence using clear, concise sentences.
  • Written Skills: Produces well-thought-out, professional correspondence free of grammatical and spelling errors.
  • Telephone/E-mail: Uses high-quality, professional oral and written skills to project a positive image of the business.

Physical Demands

This is a sedentary role; however, some filing is required, which may involve lifting files, opening filing cabinets, and bending or standing as necessary.

Work Environment

This job operates in a professional office environment. The role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines.

Requirements & Qualifications

• High School Diploma or Equivalent.
• Two years of administrative experience.
• Strong working knowledge of PC computers, Microsoft Word, Excel, and PowerPoint.
• Must pass a ten-year background check and pre-employment drug test.
• Must have authorization to work in the U.S. as defined in the Immigration Act of 1986.
• Valid Driver’s License.
• Some computer work experience.