Administrative Assistant

This position is considered a hybrid role. It can be located within the Western PA market.

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Summary

This position provides administrative support for the Human Resources Department within the respective market and to complete daily duties in recruiting, payroll and benefits area. In addition to typing, filing, and scheduling, performs duties such as financial record-keeping, coordination of meetings and conferences, and obtaining supplies. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of external customers as well as all internal levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, and recommend changes in office practices or procedures.

Essential Duties And Responsibilities

• Performs clerical support and assistance in order to ensure an effective and organized operation.
• Completes a wide range of tasks that include correspondence, memos and reports.
• Composes and types routine letters, memos and reports.
• Files correspondence, maintains internal files, tracks time sensitive data and maintains market applicant files.
• Makes copies of correspondence or other printed matter, faxes and copies appropriate information, sends certified mailings and emails as needed.
• Serves as a representative of the supervisor, as delegated, in contact with other employees and the general public.
• Create, maintains and retrieves material on complex manual and computer systems.
• Performs routine office management details without direction from or referral to by a supervisor.
• Must possess excellent composition and proof-reading skills for all types of correspondence.
• Provides professional and tactful link between employees, applicants and management.
• Greets applicants and employees, ascertains nature of business and directs them to appropriate department or person.
• Answer phones; take detailed phone messages, direct calls to appropriate HR area.
• Answers varied inquiries over the phone or in person, explaining policies and procedures and resolving routine questions or problems independently.
• Screens incoming calls and other messages to help HR Officer prioritize responses. Handles problems when possible or routes problems to appropriate officers. Serves as ambassador for the area when dealing with the employees, applicants, and other departments and divisions, reflecting professionalism and efficiency.
• Uses good judgement and tact with applicants and employees to ascertain and satisfy needs.
• Complete applicant testing, schedule interviews and coordinates orientation as required.
• Supports supervisors and employees when problems occur with Timekeeper.
• Works with HR Officer to support recruiting, termination, disciplinary and performance evaluation process for applicants and employees.
• Works with HR system for research and report generation with emphasis on clerical and analytical responsibilities to support to HR Officer.
• Sets appointments, makes travel reservations, etc. Organizes and plans meetings and events, including invitations and reservations.
• Acts as liaison with vendors and other service providers.
• Completes projects as needed within the department.
• Assists with employee related activities, (picnic, Christmas gifts, Presidents Award Dinner, etc.)
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
• Must have strong computer skills, including proficiency in Microsoft Word, Excel and outlook. HR software experience is helpful.
  
  

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Associate’s Degree in Business or Administrative/Office Assistant Technical Education, plus three to four years related experience; or six plus years of high level administrative support experience