Administrative Assistant, Human Resources

Job Requirements

Job Summary

Under general supervision, provides administrative support to the Human Resources leadership team. Performs complex and confidential support to ensure effective operations. Manages daily front office and administrative activities including, but not limited to screening calls, greeting visitors, and processing mail. Effectively communicates with team members, leadership, and others within the Upper Chesapeake and University of Maryland Systems, as well as third-party agencies.

Primary Responsibilities

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.

1. Ensures front office/reception area coverage at all times. Receives, greets, and assists team members, guests, and visitors within the Human Resources department.
2. Responds to internal and external telephone calls, inquiries and visitors following established departmental procedures. Initiates or responds to correspondence. Serves as administrative liaison internally and outside the organization regarding issues affecting departmental activities
3. Provides general information on the telephone or in-person, in accordance with established departmental policies and procedures.
4. Supports the HR Directors with various tasks such as, preparing agendas, PowerPoint presentations, and calendars; reserving rooms for meetings, sending FedEx shipments, and placing urgent calls as needed.
5. Provides support for special projects and assignments: researches, analyzes, and summarizes information and source materials for reports.
6. Prepares and ensures accuracy of confidential documents, in accordance with department procedures. Prepares presentation material as required.
7. Sorts and distributes incoming and outgoing mail for the department.
8. Performs monthly audits on I-9 form to ensure consistency and accuracy.
9. Processes: a) unemployment insurance claims; contacts state for information as needed; gathers and submits data. b) Processes check bonus requests.
10. Perform all other duties as assigned.

Work Experience

Education & Experience - Required

1. High School Diploma or GED.
2. One Year of administrative experience.
3. One year of experience in a Human Resources office.

Education & Experience - Preferred

1. Associate's degree in business administration.
2. Knowledge of Human Resources Information Systems.
3. Experience with PowerPoint presentations.
4. Experience in a Healthcare setting.

Knowledge, Skills, & Abilities

1. Knowledge of fundamental HR concepts, principles, practices, and procedures and generally accepted employment practices.
2. Must be professional and able to promote a culture of positivity.
3. Must be detail oriented, able to multitask, be highly organized, and have excellent follow up skills.
4. Must possess excellent communication skills to work effectively with all levels of management, various levels of employees, as well as the external community.
5. Must be proficient in Microsoft Office Suite: Outlook, Word, Excel, and PowerPoint.
6. Must possess critical thinking skills and the ability to exercise sound judgment within the scope of designated responsibility and authority.
7. Must be able to prioritize work assignments and complete duties within prescribed timeframes.
8. Must have the ability to use high degree of discretion in managing confidential information and resolve employee concerns.
9. Must be able to take a proactive approach to improving Human Resources.
10. Must be professional at all times and create a welcoming atmosphere where team members feel valued and respected.