EXECUTIVE & HR ASSISTANT

:

Executive & HR Assistant

Reports to:

Vice President

Primary Objective of Position:

This position provides administrative and secretarial support for the Administrative, Operations, Marketing and Human Resource departments, performing a variety of clerical duties of a routine and recurring nature. Assignments typically involve maintenance and filing of department details, as directed by the department managers. This position is responsible for handling highly confidential and sensitive information requiring discretion and diplomacy.

Major Areas of Accountability:

• Administer Phone System and Reception Area - Professionally answers multi-line phone system and directs phone calls screening for telemarketers. Transfer calls to appropriate employee, sends into voicemail or takes message and fills in phone message book. Coordinates the outsourced answering service vendor activities. Professionally greets public, employees, customers and walk-ins, asking if they have an appointment, who they need to see, what it pertains to, their name and the company they represent. Then directs the person to the appropriate contact or takes a message. Keeps the reception and conference room areas clean and presentable for visitors.

• Human Resources Assistance - Responsible for union hall employee in-processing per company processes.

• Paperwork/Filing - Assists new hires with preparing and completing all onboarding/employment forms electronically through the company's human resource information system BambooHR. Ensures all employee information remains confidential according to all applicable HR best practices, state, and federal guidelines.
• Preemployment Screening - Schedules preemployment and post hire screenings including but not limited to drug tests, pre-placement exams, and physicals. Sets up EBI with additional clinics if necessary for pre-employment screenings, including the vendor setup.
• Onboarding - Works with applicants and new union hall employees to complete the online onboarding process and maintain employment start dates. Troubleshoots basic online issues with onboarding. Ensures all state required reporting and compliance for new hires and onboarding is completed, such as I9s, New Hire Reporting, E-Verify, etc. Assists the HR Generalist with HR related correspondence, compliance audits, and other activities as requested.

• Coordinates Travel - Works with the operations department to coordinate, reserve, and track travel accommodations for the field crews. Assists Marketing in coordinating company representation at conferences and other special events. Updates internal project calendars and compiles information for project contact sheets.

• Spreadsheets and Data Entry - Creates and maintains several spreadsheets that detail project and promotional travel and lodging, project travel expenses and personnel locations. Tracks and maintains an electronic device inventory and creates procedures for replacement, upgrades, etc. Assists the accounting department with reconciliation of credit card transactions and expenses within the company's expense tracking system. Provides supervisor with weekly reports detailing work completed to verify accuracy and progress.

• Office Equipment and Vendors - Ability to properly use the scanner, phone system, fax machine and computer and printers in order to send faxes, e-mails, make copies and complete scanning as needed. Exercises proper care of all office equipment and assists office staff with equipment issues and required maintenance. Participates in orientations to train new employees on the expense reporting application, office equipment, and other related items. Ensures that employee phones, and accessories are available and issued to new employees as applicable. Responsible for maintaining records of office related vendor contact information, contracts, and pricing. Creates purchase orders and approves vendor invoices per company procedures. Notifies vendors and follows up through completion on service/equipment outages and issues.

• Maintains Office Supplies - Keeps an inventory of office supplies ensuring that machines (fax, copier and printers) are filled with paper, ink cartridges etc. Keeps a running list of other office supplies needed and makes runs to pick them up, or orders off internet.

• Process Improvement - Supports the effort of ISO 9001 and process improvement by recommending methods, equipment, techniques, and other changes to improve company operations. Participates in internal audits, risk assessment and corrective actions as required. Assists the Quality Management Representative (QMR) with processing new additions and or revisions to the current Quality Management System forms, instructions, and policies in accordance with current company processes and the ISO 9001 standard.

• Quality Functions - Performs quality functions, such as inspections of paperwork looking for accuracy. Completes operator self-inspection, records any needed data and trains others to do the same.

• Apparent or Assigned - Performs any other work as apparent or assigned.

Qualifications for Entry:

• Proficient in the following software: O365, Teams, Outlook, and Foundation (or similar ERP system).
• Ability to book online and over the phone travel reservations through various vendors and online platforms
• Experience with a quality management system, ISO 9001 preferred
• Ability to handle confidential and sensitive information in accordance with company, vendor, and customer policies.
• Minimum 4 years of professional experience in Human Resources
• Minimum high school diploma
• Demonstrated ability to follow and write processes
• Demonstrated ability to communicate (verbal/written) effectively and professionally with customers, suppliers and employees
• Demonstrated ability to work in a cooperative and team oriented environment
• Demonstrated ability to use phone system, computers, and other office equipment
• Demonstrated ability to have knowledge of understanding paper and electronic filing processes
• Valid Driver's License

Training for Effective Performance:

• Demonstrated ability to operate all the office equipment within an acceptable time frame
• Demonstrated ability to develop, write and verify work instructions
• Demonstrated ability to be involved in process and product improvements
• Substantial knowledge of company policies and procedures
• Substantial knowledge of product and quality commitment
• Thorough knowledge of quality system: policies, procedures, work instructions and how they relate to position description and the company
• Demonstrative ability to use good communication and organizational skills in order to ensure a high CSL (customer service level)
• Demonstrated ability to maintain office areas and equipment
• Demonstrated ability to handle confidential and sensitive information in accordance with company, vendor, and customer policies.
• Demonstrated ability to accurately process new additions and or revisions to the current Quality Management System forms, instructions, and policies in accordance with current company processes and the ISO 9001 standards.

Physical Demands

These physical requirements are not exhaustive, and EBI may add additional job-related physical demands to these if the need arises. Corrective devices may be used to meet these physical requirements.

While performing the duties of this job, the job requires:

• Frequent sitting and/or standing for up to hours per day.
• Frequently use hands and fingers to key, hold, handle, pinch, and grasp or feel.
• Clarity of vision at approximately 20 inches or less (i.e., working with small objects or reading small print), including use of computers.
• Occasional bending or stooping.
• Regular lifting, pushing, and/or pulling up to 50#; over 50# with assistance.
• The ability to move freely about the office and reach with hands and arms.
• The ability to hear, understand, and distinguish speech and/or other sounds (e.g., alarms).
• This job requires the ability to work in stressful conditions from time to time and remain focused for extended periods of time.
• Ability to pass a drug test.
• Ability to pass a pre-employment physical.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.