Human Resources

Job Location

Position Type

Travel Percentage

Job Shift

Salary

$23.00 - $25.00 an hour

The overall purpose of this job is to provide administrative and clerical support to the Human Resources staff in all facets of the department. The responsibilities of this job include maintaining and updating personnel files regularly to comply with HR standards and applicable state and federal laws. This job also includes scheduling general meetings, conferences, training sessions, making photocopies, faxing documents, processing and sorting mail, assisting with creation and/or development of communication or correspondence, and participating in administrative staff meetings, preparing agendas, taking notes, and following up with staff on assignments.
Key Responsibilities and Duties of the Job
Administrative

• Provides administrative and clerical support for the Human Resources department
• Maintains and updates paper and electronic HR files regularly to comply with HR standards and applicable state and federal laws. Maintains offsite storage and retrieval of files for the department.
• Makes photocopies, faxes documents, completes filing and performs related office functions.
• Assists with creating or developing communication or correspondence including editing work for spelling and grammar.
• Processes, sorts and delivers mail and faxes.
• Participates in administrative staff meetings by preparing agendas, taking notes, following up on assignments and posts for HR department reference.
• Records and updates progress of HR departmental goals, master plans or other projects involving HR team members.
• Schedules general meetings, conferences, training sessions, such as GoTo meetings, in person and conference calls.
• Compiles reports, notebooks, folders, and other materials for members of the HR team such as term and new hire reports, training materials and manager notebooks.
• Assimilates data and information to assist HR team members to expedite work or for use in reports or presentations.
• Maintains contact with vendors to find information and facilitate resolution as soon as possible.
• Supports recruiting with scheduling phone screen appointments, Occupational Health follow up and reference checks as needed.
• Administers the Tuition Reimbursement program.
• Prepares materials and certificates for employee service awards and retirement recognition events.

Assists the HR team with:

• Processes all employee status changes and ensuring proper approvals are completed.
• Prepares information required to place employee into HRMS and to maintain personnel records.
• Coordinates details of payroll entry with Payroll as requested.
• Reconciles vendor bills to ensure accuracy of Human Resources records.
• Submits online requests for new employee background checks as needed for next steps in hiring process.
• Utilizes the E-Verify database to compare the information provided by the employee on I-9 forms
• Processes terminations and notifies related agencies such as state nursing registry.

Customer Service

• Processes inquiries by employees or managers and refers them to the appropriate HR staff member
• Responds to employees or managers by gathering answers and information requested by them.
• Greets visitors or clients on phone or in person and guides them in the direction to take care of their needs.

Other

• Performs other duties as assigned or requested.
• Assists Human Resources staff members with tasks when requested.

Education-

• High School Diploma/GED is required.
• Associate Degree in Business with emphasis in Human Resources is preferred
• Equivalent years of experience may substitute for education requirement.

Experience-

• One (1) year of administrative assistant experience is required.
• One (1) year of assisting a Human Resources department is preferred.
• Equivalent years of education may substitute for experience requirement.

KSA- Knowledge Skills and Abilities-

• Ability to maintain confidentiality.
• Ability to uphold a high attention to detail and accuracy.
• Skills in communicating both verbally and in writing using tact and diplomacy in interactions at all levels.
• Oral Communication speaks clearly and persuasively in positive or negative situations, demonstrates an attitude of teamwork.
• Written Communication - edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Skills in organizing information, work, dealing with frequent changes, and managing competing demands using time efficiently and develops realistic action plans.
• Skills in operating a computer and programs such as HRMS systems and Microsoft Office. Preferred knowledge of Ulti-Pro, Word, Excel, Visio and Outlook.
• Ability to anticipate the needs of others and to have information available keeping supervisor and co-workers informed of important activities.
• Ability to provide excellent customer service.
• Ability to problem solve by identifying and resolving them in a timely manner.
• Conscientious about first impressions in dress, speech, and behaviors that reflect upon HR and DDCNs reputation.
• Knowledge of basic HR laws and regulations helpful but not required.
• model for the new staff.