What are the responsibilities and job description for the Human Resources Administrative Assistant position at Span Construction & Engineering, Inc.?
Position Summary
The Human Resources Administrative Assistant provides administrative and clerical support to the Human Resources Team and the Office Administration Team. This position will assist with tasks such as, including but not limited to, maintaining employee records, assisting with recruitment and onboarding, ensuring compliance with Human Resources and other Company policies and procedures, and supporting employee dispatches and logistics across the Country and even the world.
The Human Resources Administrative Assistant also assists with reception area duties, both at the main lobby and the Human Resources lobby, and assists the Office Administration Team as support during an absence of an Office Administration Team Member.
Reasonable Accommodations Statement
To accomplish this job successfully, an individual must be able to perform and carry out all tasks with high attention to detail. Ultimately, a top-notch Human Resources Assistant should be highly organized and possess excellent attention to detail. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.
Essential Functions
Safety Responsibilities
• Prioritizes safety as the utmost importance, even before production, and promotes a team culture that makes safety the primary focus for all employees at all times.
• Adheres to safety procedures in accordance with OSHA and Cal/OSHA safety policies and regulations.
Strategic Responsibilities:
• Fully understands and shares a passion for the Company’s core values, vision, mission, and objectives.
• Builds and maintains strong relationships as trusted advisors to our Employee-Owners.
Human Resources Assistant Responsibilities:
• Maintains accurate and up-to-date human resources files, records, and documentation.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, and hiring processes, etc., referring more complex questions to appropriate senior-level HR staff or management.
• Maintains the integrity and confidentiality of human resources files and records.
• Assists with talent acquisition and recruiting efforts.
• Assists with new hire onboarding activities.
• Assists with new hire and current employee training activities.
• Greets employees, candidates for employment, and other visitors and guests at the Human Resources lobby, records their presence, and issues visitor or employee badges as needed.
• Answers phone calls that are routed to the Human Resources lobby.
• Interfaces and partners with all levels of employees.
• Accomplishes multiple projects simultaneously, constantly navigating competing priorities.
• Assists with planning of events related to or sponsored by the Human Resources Team.
• Conducts analyses related to diverse human resource programs and initiatives.
• Assists with recurring reporting activities.
• Assists with the administration of SPAN University and basic instructional design.
• Prepares and organizes presentations, trainings, materials, slides, and storyboards.
• Uses intermediate and advanced functions a multitude of presentation platforms, including but not limited to: Word, Excel, PowerPoint, Prezi, Genially, Vyond, the Company’s learning management system (LMS), graphic design, and video and audio creation and editing software and platforms.
• Sets up, attends, and presents in in-person and virtual meetings on various platforms such as (including but not limited to) Microsoft Teams, Zoom, Go To, and Ring.
• Assists the Director of Human Resources in creating, developing, implementing, maintaining, and improving various human resources initiatives and projects across all areas of human resources subject matter, specialties, and disciplines.
• Assists the Director of Human Resources in identifying, sourcing, gathering, compiling, analyzing, and presenting data needed for the Director of Human Resources to prepare business cases for various and diverse human resources programs, projects, and initiatives.
• Provides clerical and administrative support to the Human Resources Team.
• Provides best-in-class service to our Employee Owners.
• Ensures compliance with federal, state, and local employment laws and regulations, and Company policies.
Office Administration Responsibilities:
• Greets clients, visitors, and guests; determines the purpose of each person’s visit, directs or assists each person in signing into the Guest Management system and issues visitor’s badges, and directs or escorts each visitor to the appropriate location.
• Answers, screens, and directs phone calls to staff; takes messages, and, on occasion, schedules appointments.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
Skills and Abilities
| Education: | High School Diploma or GED; Associates Degree preferred. Bachelors degree in Human Resources or related field, or equivalent work experience preferred, but not required. |
| Experience: | 1-3 years of administrative or clerical experience. |
| Computer Skills: | Microsoft Office platforms, including Word, Excel, PowerPoint, and Outlook. Smartsheet preferred. Sage HRMS preferred. Experience with LMS preferred. |
| Certifications & Licenses: | PHR, SHRM-CP, or equivalent preferred, but not required. Willingness to obtain OSHA 30 (Company-provided training and examination). |
| Other Requirements: | Bilingual (English/Spanish) is required Must be able to receive instruction and supervision. Excellent verbal and written communication skills. Excellent interpersonal skills. Project Management skills required. Proactive and independent with the ability to take initiative. Excellent time management skills with a proven ability to meet deadlines. Familiarity with law, regulations, and best practices applicable to the HR discipline. Possesses and conducts work with the highest ethical standards. |
Other Responsibilities:
• Performs all duties with a high level of confidentiality, integrity, discretion, and judgment.
• Performs other tasks as deemed necessary or directed by management, including running errands when needed.
