HR Administrative Assistant

Description

SUMMARY: 
Provides administrative assistance for the Human Resources Department in accordance with the company policies and procedures. Provides support in a variety of areas and functions. Manages Agency Staff Interviews/Onboarding, Visitor management.

DUTIES AND RESPONSIBILITIES:
• Primary liaison with 7 temporary agencies. Works closely with HR Manager and/or area leaders to obtain resource needs. Coordinates interviews, start dates, orientations and dismissal of temporary workers as needed. Performs new hire orientations as needed.
• Creates/Maintains agency staff personnel records
• Interacts with IT Support for new/deactivated agency staff network/email accounts
• Oversee agency staff time reporting on weekly basis
• Manages office security system (Lenel). Creates/Deactivates badges. Administer badging logs.
• Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.
• Meets and greets all visitors; determines their needs and directs them to the appropriate employee/locations. Responds to visitors, clients, and employees in a courteous and professional manner.
• Assists with plant events, engagement surveys, training classes, service anniversaries, employee recognition programs.
• Opens and routes incoming mail. 
• Composes and types routine correspondence as required.
• Organizes and maintains file system; files correspondence and other records.
• Orders supplies for HR Department, arranges for vending machine maintenance, and keeps reception area organized.
• Orders lunches for meetings, makes travel arrangements, performs expense accounting
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs other related duties as assigned by management.

SUPERVISORY RESPONSIBILITIES:
• This job has no supervisory responsibilities.

Qualifications

QUALIFICATIONS:
• High School diploma, advanced education preferred
Bi-lingual, Spanish requried
• Commitment to excellence in customer service and high standards
• Excellent written and oral communication skills
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Acute attention to detail
• Strong interpersonal skills
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Computer skills required: (Microsoft Office; Microsoft Outlook) 

COMPANY COMPETENCIES:
• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

JOB COMPETENCIES:
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIORNMENT:
• Continually required to stand, walk and sit
• Continually required to utilize hand and finger dexterity
• Continually required to talk or hear