JOB DESCRIPTION

 

TITLE :  ADMINISTRATIVE ASSISTANT – HUMAN RESOURCES

 

DEFINITION :   Under the supervision of the Director of Human Resources, is responsible for administrative secretarial support in HR.   Performs functions of HR/HRIS Assistant in his/her absence.

 

QUALIFICATIONS : 

        Education :

• 2 years business school or college or the equivalent work experience and education.
   
  Experience:

• Three years relevant administrative experience, typing speed of 60 wpm, proven grammatical skills.
• Excellent human relation skills required.
• Working knowledge including Microsoft Word, Excel, PowerPoint, and HRIS (preference)
• Knowledge of general office procedures.
   
  Personal Characteristics:

• Ability to handle multiple priorities simultaneously.
• Ability to work in a high-volume fast paced environment.
• Detail-oriented and results-oriented.
• Excellent communication and organizational skills.
• Second language abilities preferred.
   
  DUTIES AND FUNCTIONS :
   

1. Provides administrative support to the Director of Human Resources and HR staff as assigned.  Receives, date stamps and distributes incoming mail and inter‑office material; routes outgoing mail and inter‑office communications appropriately; photocopy/scans documents as needed. Using word processing system, types routine correspondence; drafts, correspondence, memos, job descriptions, job opening announcements, etc. 

 

1. Greets visitors to the department and answers department's phones in a pleasant, courteous and professional manner. Handles routine inquiries related to attendance, benefits and other general Human Resources information.  Uses tact, judgment, and discretion in answering questions.  Refers questions to other HR staff as appropriate.

 

1. Orders flowers/fruit baskets for employees as needed.
    
2. Completes check requests and purchase orders for department billing in timely manner.  Maintains scanned files for submitted check requests.
    
    
3. Logs all incoming PAR’s and job requisitions on an Excel spreadsheet.

 

1. Enters resumes in PeopleSoft Applicant Tracking System and sends resumes received and rejected letters to applicants.

 

1. Schedules interviews for selected applicants – telephone screens for basic requirements – salary, availability of car, willingness to relocate (if appropriate) etc.

 

1. Responsible for adding and canceling of security ID badges.
    
2. Assists in testing and interviewing of secretarial and clerical applicants and other non-professional applicants.  Completes Interview Analysis and Hiring Flow Sheets and recommends for 2^nd interview by department.
    
3. Takes employee photos for ID badges.  Imprints replacement ID badges.  Uploads employees’ photos into HRIS system.  Maintains photo ID equipment.
    
4. Performs online criminal background and driver’s license checks for applicants as appropriate.   Completes driver’s license check for appropriate employees at annual evaluation.
    
5. Performs online transcript requests and professional license checks.
    
6. Posts information and files onto HR Info i-net page.  Maintains all HR i-net pages and ensures information is current.
    
7. Provides administrative support as needed for HR meetings & trainings.  Schedules employees, enters training data into PeopleSoft HRIS
    
8. Uses spreadsheet and related software to create or display information on reports, graphs, charts, etc.   Performs basic mathematical calculations as appropriate.  Creates forms and templates as needed.
    
9. Maintains and updates Employee Handbook and New Employee Presentation (PowerPoint) in regards to changes, revisions and new HR policies and procedures.  Maintains and updates HRIS, Personnel System Attendance and Personnel Information manuals.

 

1. Performs functions of HR/HRIS Assistant in his/her absence – enters personnel data in PS HRIS, updates and provides HRIS information as reports are needed.
    
2. Other general administrative duties as assigned
    
   PERFORMANCE MEASURES:

• Dealing with HR contacts in/out of PCA courteously and professionally
• Meets deadlines with little or no prompting
• Handles phone calls with courtesy and professionalism
• Exhibits positive working relationships
• Develops job skills as needed to adapt to change
• Work produced is of high quality with few errors.
• Timeliness and accuracy of memos documents and reports, etc.
• Prompt scheduling of applicants
• Accuracy and completeness of data entry into HRIS and other tasks and duties as required.
   
  CONSUMERS:

• Applicants and other contacts in/out of PCA.
• PCA staff needing human resources information or assistance.