HR Administrative Assistant

Organization Overview
At "the" Victory Employer Services, our mission is to offer peace of mind through comprehensive and expert HR solutions tailored to your organization's unique needs. We provide a full range of services including HR consultation, compliance training, leadership development, and talent acquisition to ensure your organization thrives. We strive to empower success through effective HR practices and solutions offering our clients, "peace of mind.”

Summary/Objective:
As an Administrative Assistant at The Victory Employer Services, you will play a pivotal role in supporting our HR operations by ensuring the smooth functioning of daily administrative tasks. Your organizational skills, attention to detail, and proactive approach will help streamline our processes, enabling our team to deliver exceptional HR services to our clients. This position offers the opportunity to work in a dynamic environment where you will contribute to the success of businesses by providing crucial support in areas such as client communication, document management, and office coordination.

Required Education, Licenses, Certifications, and Experience:
1. High School degree or GED
2. Valid Texas Drivers’ License
3. Valid Personal Auto Liability Insurance
4. 2 years of Administrative Assistant or secretarial work experience

Work authorization/security clearance required:
Must be eligible to work in the United States

Knowledge, Skills, and Abilities
1. Understands standard office procedures and administrative tasks, such as filing, data entry, and record-keeping
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment like printers and scanners
3. Proficient in using sales floor software to process transactions, manage inventory, and provide customers with accurate product information
4. Knowledge of effective communication principles, both written and verbal, to interact with colleagues and clients professionally
5. Ability to maintain accurate and organized physical and electronic filing systems for documents and data
6. Knowledge of event planning and coordination, including logistics, registration, and communication
7. Familiarity with data entry and database management to ensure the integrity and security of information
8. Awareness of the importance of maintaining the confidentiality of sensitive information
9. Strong organizational skills to manage tasks, schedules, and office resources efficiently
10. Effective time management skills to prioritize tasks and meet deadlines
11. Strong interpersonal skills to provide excellent customer service and communicate courteously with clients
12. Ability to identify and solve minor administrative problems independently and seek assistance when needed
13. Proficient in using various office equipment including but not limited to computers, printers, scanners, copiers, and other commonly used office equipment
14. Ability to handle multiple tasks simultaneously and stay organized under pressure
15. Highly efficient and excellent organizational, project management, and planning skills, as reflected in the ability to prioritize multiple simultaneous tasks, adaptability/flexibility, resilience, meet deadlines, and produce timely, accurate, and quality results
16. Capacity to work collaboratively with colleagues and provide support as part of a team

Major Duties and Responsibilities:
1. Maintains and updates employee records, ensuring accuracy and compliance with legal and company standards.
2. Assists in the preparation and processing of HR documents, such as employment contracts, offer letters, and termination paperwork.
3. Organizes and manages physical and digital filing systems for easy retrieval of HR documents.
4. Assists with the recruitment process by scheduling interviews, coordinating candidate communications, and preparing interview materials.
5. Manages job postings on various platforms and track applicant data.
6. Conducts initial screening of resumes and applications to identify qualified candidates.
7. Coordinates onboarding processes for new hires, including setting up workstations, preparing onboarding packets, and scheduling orientation sessions.
8. Ensures the completion and accuracy of all onboarding documentation.
9. Facilitates smooth offboarding procedures, including exit interviews and retrieval of company assets.
10. Ensures compliance with federal, state, and local employment laws and regulations
11. Prepares and maintains reports related to HR activities, such as employee turnover and attendance.
12. Assists in audits and compliance reviews by providing necessary documentation and reports.
13. Manages office supplies inventory and place orders as needed.
14. Handles general administrative tasks, such as answering phones, managing calendars, and organizing meetings.
15. Supports the HR team with special projects and initiatives as needed.
16. Serves as a point of contact for employee inquiries and concerns, providing timely and accurate information.
17. Assists in organizing company events, meetings, and training sessions.
18. Maintains HR databases and ensures all information is accurate and up-to-date.
19. Manages and updates the company’s social media accounts, ensuring content aligns with the company’s brand and messaging.
20. Creates and schedules social media posts to engage with followers and promote company services.
21. Monitors social media channels for feedback and inquiries, responding promptly and professionally.
22. Maintains and updates the company website, ensuring that all content is current, accurate, and reflective of the company’s services and values.
23. Assists in developing digital marketing strategies to enhance the company’s online presence.
24. Perform *other duties as assigned and as needed to help drive our vision, fulfill our mission, and abide by our organization's values.

*Other Duties as Assigned:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice, and the team member may be asked to perform other duties as assigned.

Physical and Mental Requirements and Abilities
The role of an Administrative Assistant often requires the ability to work effectively in a moderate to fast-paced office environment. This environment typically involves frequent activities, interactions, and tasks that must be completed within specified timeframes. Additionally, interruptions and unexpected events may occur, which can require flexibility and adaptability while maintaining a professional and courteous demeanor.

The physical demands described here are representative of those that must be met by the Administrative Assistant to successfully perform the essential functions of this job. The employee frequently sits and/or stands. The employee may occasionally climb, balance, stoop, kneel, crouch, crawl, lift, and/or move up to 25 pounds. The employee will frequently use electronic devices, including but not limited to personal and laptop computers, printers, scanners, and other typical office equipment. Frequent typing is required; therefore, the employee will constantly use their fingers, hands, wrist, elbow, and any necessary upper extremities to do so. Employees may occasionally have to twist, pull, or stretch. The employee will frequently read print or computer material with various text sizes and colors. The employee must view and analyze images, pictures, charts, and graphics. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust the focus with and or without using prescribed or over-the-counter optical glasses, contact lenses, or other visual aids. The Administrative Assistant will occasionally travel within and outside the city limits and may be exposed to various (fair to extreme) weather conditions.

We Value Diversity
The Victory Employer Services (VES) values diversity and believes in providing equal opportunity in who we hire, train, and promote in all positions without regard to race, color, religion, national origin, sex, age, disability, or any other protected status. We seek to ensure that decisions regarding compensation, promotions, benefits, and/or programs will align with our value of diversity.

Job Type: Part-time

Pay: $13.00 - $16.00 per hour

Expected hours: No more than 20 per week

Schedule:

• 4 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $13 - $16