JOB TITLE: Administrative Assistant
DIVISION: Support/Admin
FLSA: Non-Exempt
Summary
Provides administrative support to the Human Resources department. Duties include but are not limited to personnel file maintenance; entering and tracking new hire background check information; various levels of data entry; maintaining organizational metrics; and ensuring federal/state compliance in all aspects of output. Maintains the highest level of confidentiality in all aspects of work.
Essential Duties and Responsibilities

• Assists in the maintenance and organization of all HR records, files, and data, as required by federal and state law.
• Performs routine and/or clerical components of projects as assigned, including but not limited to: filing, faxing, preparing correspondences, sorting mail, maintaining metrics, etc.
• Assists with input and update of accurate data into HR systems, as well as the maintenance of files for new hires, terminations, pay changes, department transfers, updates, etc.
• Maintains the processing, tracking, and appropriate reporting of new hire background check information.
• Assists with maintenance and organization of company related master forms (e.g. application forms, leave request forms, etc.).
• Provides friendly and informative customer service regarding Human Resources related topics to employees, managers, participants, etc.
• Maintains a positive relationship with our customers and vendors; appropriately addresses all incoming calls and correspondence.
• Schedules department meetings and records/maintains meeting minutes; coordinates sites visits with vendors as needed; maintains department calendar.
• Ensures integrity and confidentiality of all applicant/employee files and related information.
• Complies with all agency policies, procedures, and safety standards throughout all work areas; maintains same to meet CARF, Department of Labor, and other regulatory standards.
• Performs other job-related tasks as assigned.

Qualifications

• Read and understand HR related policies, procedures, information, compliance requirements, etc.
• Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Prioritize and organize workflow; interact with employees in all capacities within the organization.
• Respond effectively and efficiently to HR related inquiries.
• Multi-task effectively; be able to adjust to frequent changes, delays, or unexpected events; be flexible and/or adaptable as work requirements change.
• Meet deadlines; be self-directed and able to work autonomously/independently as needed.
• Thrive in a dynamic, fast-moving environment.
• Work effectively in a team-based environment; interact professionally with customers and a highly diverse employee base on a regular and routine basis.
• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Exercise discretion while regularly managing confidential information.
• Write routine reports and correspondence.
• Proven record of experience in office administration and etiquette.
• Excellent customer service skills.
• Multi-cultural sensitivity; the ability to demonstrate a sensitivity and awareness of diversities in people and cultures.
• Proficiency in Microsoft Word, Excel (Spreadsheet development and utilization), PowerPoint, and Outlook.
• Proficient written, verbal, and interpersonal communication skills, with focus on correct style, grammar, and content.
• Strong time management skills, with focus on the ability to handle multiple project needs simultaneously.
• High attention to detail and accuracy.
• Enthusiasm for the mission of the organization.
• Basic knowledge of Human Resources operations, requirements, processes, etc. preferred.
• Prior experience working with and managing confidential information preferred.
• Prior data entry and file organization/maintenance experience preferred.
• Prior experience working with disabled individuals preferred.

Education and Experience
Associate degree from accredited college/university in Business Administration, Human Resources, or related field. One (1) to two (2) years’ office administration experience required. A combination of experience and education will be considered.
Physical Demands
While performing the duties of this job, the employee is regularly/frequently required to: sit; walk; talk and/or hear; use close, distance and peripheral vision; stand; bend; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.
Work Environment
Work is usually performed in an office setting. Occasional outside work may be required. The noise level in the work environment is usually moderate