The Office of Human Resources is seeking an Administrative Assistant. The Human Resource (HR) Administrative Assistant plays a crucial role in supporting the Human Resources Officer (HRO) and departmental leadership with administrative tasks and ensuring smooth departmental operations.

This position provides operational, compliance and administrative support to the Office of Human Resources by providing customer service to employees and location contacts regarding anything relating to Human Resources. This role may receive direction from other team members. The ideal candidate will have excellent communication skills, attention to detail, and the ability to handle sensitive information confidentially.

Responsibilities include but are not limited to:

Human Resources Administrative Support

• Primary owner of Human Resources email box; read and respond to email inquiries or assign/forward inquiries to appropriate individual for timely response.
• Respond to generic HR phone call inquiries; forward to appropriate team member and/or take messages and triage / follow-up as needed.
• Answer phone calls for the HRO when they are unavailable.

• Assist the HRO with the general administration of the Office including but not limited to calendaring, communicating with key constituents, and planning meetings in a fast-paced environment.
• Primary administrative support for Office of Human resources to include:
• • Submits and reconciles expense reports and credit card statements
  • Processes all invoices related to the operations of the Office of Human Resources
  • Assists in preparation and distribution of reports as requested
  • Assists in creation of Microsoft PowerPoint presentations as requested
  • Orders office supplies for the department
  • Collect and distribute mail daily
  • Maintains Office of HR Calendar
  • Set up and break down of meetings (internal and external) as required
  • Assist with travel arrangements, car reservations, etc. as needed for team
  • Answers phones, produces general correspondence, maintains paper and electronic files, secures transportation/meeting rooms, and performs any other administrative duties as assigned.
  • Assists with the tracking of the annual performance review process.
  • Schedules meetings and interviews as requested
  • Makes photocopies; mails, scans and emails documents; and performs other clerical functions.
  • Prepare agendas, materials, and minutes for HR meetings and events; follow up on action items as needed.
  • Files documents into appropriate employee files.

Compliance Support:

• Measures current compliance with relevant legislation impacting employment to ensure alignment with Federal, State and other legislation.
• Data / HRIS & Employee documentation projects as needed
• Trained to act as a backup to the Background Screening Coordinator to include conducting, processing, and analyzing background checks.
• Uploads documents and proactively monitors information in enterprise systems.
• Communicates with internal employees regularly to help them understand the legal requirements and answer inquiries.

Other:

• Assists in design, planning and implementation of special events and/or meetings including working with caterers, calendaring, taking minutes, setting up technology, and any other administrative duties as assigned.
• Liaises with administrative assistants from other departments to handle requests and queries from leadership as requested.
• Works quickly and accurately in Microsoft Excel and Microsoft Word on the successful execution of assigned correspondence / communication projects
• Responsible for updating HR Technology platforms (including Extranet and MailChimp)
• Undertake special assignments and ad-hoc projects as directed by HR leadership.
• Additional / Back Up Support:
• • Cover Pastoral Center front desk phone during receptionist lunch break
  • Assist as needed in annual Open Enrollment and/or high season Payroll onboarding
  • Serve as back up support for the following areas: Benefits Processing, UKG Support, VEC requests, Safe Environment Screening, etc.
  • General Administrative support to other offices as assigned by HRO.
•  Other duties as assigned