Administrative Staff Specialist

Administrative Staff Specialist

Education and experience requirements:

• Associate degree and/or equivalent professional experience
• Two to five years of experience in a business environment
• Previous support of a Human Resources team is preferred.
• Advanced degree or industry-specific certification may be substituted for 1 year of experience.

Travel: As necessary for events, meetings, businesses, EDA offices, etc.

Certificates and licenses required:

License: Staff are required to possess a valid driver's license in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Duties/responsibilities:

• Coordinates and responds to the required administrative support for both internal and external stakeholders and prioritizes competing timelines.
• Administrative tasks surrounding the NJ SAME program. This includes reporting, tracking, and verification of data.
• Provides administrative support for Recruiting/Talent Development staff and other assigned staff: schedules appointments, typing, phone coverage, monthly reports, and maintains division files and archive records, etc.
• Promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.
• Coordinate HR projects as assigned.
• Coordinate communication with candidates and schedule interviews
• Assist with initial orientation to newly hired employees.
• Inclusive of new hire giveaways, breakfast, etc.
• Post open positions on EDA website, monster, state website, etc.
• Assist with pre hiring process (background screens, testing, references etc.)
• Participate in all HR related events.
• Arrange/setup conference/video calls.
• Handles confidential information.
• Assist with day-to-day operations of the HR functions and duties.
• Supports onboarding activities and employee orientation program with temporary staff. Collects required/requested information to be submitted into ADP.
• Management of contracts for temporary staffing. This includes tracking of invoices received and monitoring the contract dates for expiration and necessary extension. Keeping records up to date so they can be shared for weekly/monthly/yearly reporting.
• Performs other duties and special projects, as assigned.

Mandatory skills/certification(s) requirement:

• Must have strong customer service and interpersonal skills.
• Ability to meet tight deadlines.
• Ability to support diversity within the organization.
• Must use good judgment and initiative in selecting the most effective work methods and tools to meet time deadlines and can prioritize tasks & functions effectively under pressure.
• Must be process orientated and have good process improvement skills.
• Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff.
• Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constraints with little or no supervision.
• Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff.
• Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.
• Proficiency in Microsoft Office Suite inclusive of Outlook and Excel, and the ability to learn new software packages.

Organization, attention to detail, invoice payment procedures, administrative experience, HR relevant experience.