HUMAN RESOURCES ASSISTANT

Job Description

Job Description

Description:

POSITION SUMMARY

The Administrative Assistant reports to the Senior Director of Human Resources and provides administrative, organizational, and clerical support to the Human Resources Department. This position assists with the efficient day-to-day administration of departmental activities, including document management, correspondence, scheduling, data entry, communication, recordkeeping, and general administrative support.

The Administrative Assistant is responsible for handling confidential employee, applicant, and organizational information with a high level of discretion, professionalism, and sound judgment. The position requires the ability to appropriately manage sensitive information, maintain confidentiality, and determine when information should be shared with or escalated to the appropriate Human Resources staff.

This is a part-time position with the potential to transition to full-time employment as organizational needs evolve.

REQUIRED QUALIFICATIONS

• High school diploma or GED equivalent required.
• Human Resources certifications are a plus.
• One (1) to three (3) years of administrative experience preferred.
• Valid New York State driver’s license.
• Proficiency with Microsoft Office Suite, including Word, PowerPoint, Excel, Publisher, and Outlook.
• Strong attention to detail and organizational skills.
• Strong problem-solving and time-management skills.
• Excellent written, verbal, interpersonal, and collaborative communication skills.
• Demonstrated commitment to confidentiality and discretion.
• Ability to work independently and in a self-directed manner while also working effectively as part of a team.
• Ability to understand, interpret, and apply applicable administrative principles, practices, policies, and procedures.
• Ability to manage multiple responsibilities and priorities in a professional environment.

ESSENTIAL FUNCTIONS

Human Resources Administrative Support

• Provide administrative support to the Human Resources team, including data entry, scanning, copying, document preparation, and correspondence.
• Assist with the preparation, distribution, collection, and tracking of employment-related forms and documents.
• Prepare correspondence, reports, spreadsheets, forms, presentations, and other administrative documents as requested.
• Support Human Resources staff with routine reporting, data collection, tracking, and administrative requests.
• Assist with special projects and departmental initiatives as assigned.
• Perform general clerical duties, including photocopying, scanning, faxing, data entry, and other administrative tasks.

Communication and Customer Service

• Manage and maintain the Human Resources Department’s shared email inbox, ensuring inquiries are reviewed, organized, and routed appropriately.
• Answer incoming telephone calls and provide agency-wide navigation support by directing employees, applicants, clients, and visitors to the appropriate resources and departments.
• Greet and assist visitors, employees, and applicants in a professional, courteous, and respectful manner.
• Maintain professional communication with employees, applicants, vendors, visitors, and other internal and external contacts.
• Exercise sound judgment when determining whether inquiries should be addressed directly or escalated to Human Resources leadership or another appropriate staff member.

Scheduling and Meeting Support

• Schedule appointments, meetings, interviews, and other calendar requests for Human Resources staff.
• Maintain departmental calendars, contact lists, tracking logs, and other administrative records.
• Assist with meeting preparation, including scheduling, room setup, preparation of materials, and note-taking as needed.
• Coordinate training and conference registrations and maintain related documentation.

Records and Document Management

• Scan, upload, organize, and convert paper documents into electronic records to support document management and accessibility.
• Maintain accurate and organized departmental records and tracking documents.
• Support the proper handling, filing, and retention of Human Resources documents in accordance with applicable policies and procedures.
• Handle confidential employee, applicant, and organizational information with the highest level of discretion and professionalism.

Departmental Operations and Fiscal Support

• Monitor and maintain Human Resources Department supplies and submit purchasing requests as needed.
• Process administrative and fiscal requests, including departmental supply orders, travel documentation, reimbursements, and related paperwork.
• Sort, distribute, and process incoming and outgoing mail and deliveries for the Human Resources Department.
• Assist with maintaining an organized and efficient departmental work environment.

Additional Responsibilities

• Support Human Resources staff with special projects and organizational initiatives.
• Attend meetings, trainings, and professional development activities as assigned.
• Maintain reliable attendance and punctuality.
• Perform other job-related duties as assigned.

COMPLIANCE RESPONSIBILITIES

The Administrative Assistant is expected to:

• Maintain confidentiality of employee, applicant, client, and organizational information.
• Follow all applicable federal, state, and local laws and regulations.
• Comply with RECAP policies, procedures, and established administrative practices.
• Handle Human Resources records and information in accordance with applicable confidentiality and records-management requirements.
• Complete required training and maintain competency related to assigned responsibilities.
• Exercise appropriate judgment when handling sensitive or confidential information.
• Promptly escalate matters requiring Human Resources leadership review or intervention.

BENEFITS

Benefits are available upon eligibility for full-time employment and may include:

• Medical, dental, and vision insurance.
• Company-sponsored life insurance.
• Employee Assistance Program (EAP).
• Paid Time Off (PTO) and vacation time.
• AFLAC supplemental insurance.
• 401(k) retirement plan.

Eligibility and applicable waiting periods are subject to RECAP’s benefit plans and policies.

BEHAVIORAL EXPECTATIONS

The Administrative Assistant is expected to:

• Demonstrate professionalism, integrity, accountability, and discretion.
• Maintain confidentiality at all times.
• Communicate respectfully and effectively with employees, applicants, visitors, vendors, and coworkers.
• Demonstrate strong attention to detail and accuracy.
• Manage competing priorities while meeting established deadlines.
• Work collaboratively with the Human Resources team and other departments.
• Exercise sound judgment and initiative.
• Demonstrate flexibility and adaptability as organizational needs change.
• Support RECAP’s mission, values, and commitment to providing professional and responsive service.

PHYSICAL REQUIREMENTS

The position may require the ability to:

• Sit for prolonged periods while working at a desk and computer.
• Use computers, telephones, printers, fax machines, copy machines, and other office equipment.
• Lift and carry up to 15 pounds at times.
• Stand, walk, bend, reach, and move throughout the office as needed.
• Occasionally operate a motor vehicle when required by assigned duties.
• Travel on city streets and highways when required.

WORK ENVIRONMENT

Work is primarily performed in an office environment and may include exposure to:

• Routine office noise and activity.
• Electronic equipment, including computers, printers, fax machines, copy machines, and other office equipment.
• Cleaning equipment and routine office maintenance activities.
• Inclement weather and traffic when travel is required.

Employees are expected to take appropriate safety precautions and comply with all applicable laws and organizational safety requirements while performing job duties.

REASONABLE ACCOMMODATION

RECAP is committed to providing reasonable accommodation to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position unless doing so would impose an undue hardship on the organization.

Applicants or employees requiring reasonable accommodation should contact Human Resources.

ADDITIONAL EMPLOYMENT REQUIREMENTS

• This position may require background checks consistent with applicable laws, program requirements, and organizational policy.
• RECAP is committed to maintaining a safe and drug-free workplace. Pre-employment and, where permitted by applicable law or required by program regulations or funding requirements, periodic drug testing may be conducted in accordance with agency policy.
• Employees must maintain reliable attendance and punctuality.
• Employees must complete all required agency and departmental training.
• Employees must comply with all RECAP policies and procedures.
• Employees must perform other job-related duties as assigned.

EQUAL EMPLOYMENT OPPORTUNITY

RECAP is an Equal Opportunity / Affirmative Action Employer. We are committed to fostering a diverse and inclusive workplace and prohibit discrimination and harassment based on race, color, creed, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.

AT-WILL EMPLOYMENT

Employment with RECAP is at-will, where applicable under law. Either the employee or RECAP may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

DISCLAIMER

This job description describes the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive or comprehensive list of all duties, responsibilities, qualifications, or working conditions associated with the position. RECAP reserves the right to modify, assign, add, or remove duties and responsibilities as organizational, programmatic, or business needs require.

REQUIRED QUALIFICATIONS

• High school diploma or GED equivalent required.
• Human Resources certifications are a plus.
• One (1) to three (3) years of administrative experience preferred.
• Valid New York State driver’s license.
• Proficiency with Microsoft Office Suite, including Word, PowerPoint, Excel, Publisher, and Outlook.
• Strong attention to detail and organizational skills.
• Strong problem-solving and time-management skills.
• Excellent written, verbal, interpersonal, and collaborative communication skills.
• Demonstrated commitment to confidentiality and discretion.
• Ability to work independently and in a self-directed manner while also working effectively as part of a team.
• Ability to understand, interpret, and apply applicable administrative principles, practices, policies, and procedures.
• Ability to manage multiple responsibilities and priorities in a professional environment.

ADDITIONAL EMPLOYMENT REQUIREMENTS

• Must maintain a valid driver’s license throughout employment. 
• Must successfully complete any required agency vehicle or driver requirements. 
• Must successfully complete required pre-employment background screening and receive satisfactory results in accordance with RECAP policies and applicable requirements. 
• Must successfully complete the required pre-employment drug screening and receive satisfactory results in accordance with RECAP policies and applicable requirements. 
• Must maintain reliable attendance and punctuality. 
• Must complete required agency and departmental training. 
• Must comply with all RECAP policies and procedures. 
• Must maintain confidentiality of client, employee, and organizational information. 
• Must perform other job-related duties as assigned.