Human Resources and Administrative Assistant

Job Description

Job Description

We have an immediate job opening for an HR and Administrative Assistant to join our small, “family first” company.

Humboldt Pacific LLC is a fuel transport company that safely transports bulk fuel (Jet A, JP8, AVGAS & Kerosene) and other petroleum commodities throughout California, Nevada, Idaho, Washington and Oregon. Our focus is in the transportation of bulk aviation fuels, however we also specialize transport a variety of other petroleum-based products such as Jet Fuel, Renewable Fuels, Marine Gas Oil, Ethanol, Diesel Exhaust Fluid (DEF), Biodiesel, Red Dye Off-road Diesel, AV Gas, Clear Diesel Fuel, Bunker Fuel, Gasoline, Heating Oils and Bulk Oils to commercial and private airports, aviation emergency response, agriculture and logging aviation, cardlocks, C-stores and military bases.

SUMMARY

Under the direction and guidance of the Controller and Chief Administrative Officer, the HR and Administrative Assistant’s job entails HR and administrative duties in-office for the Corporate Headquarters. Duties include general data entry, clerical, communication, and project-based work. Project a professional company image through in-person and phone interaction. Assist all department personnel in the performance of administrative and organizational tasks. This position includes providing a comprehensive administrative support to day-to-day operations of human resources and all departments. ensuring the efficient recruitment processes, onboarding, performance evaluations, employment separations, and the accuracy of and maintenance of employee and Company data records. The HR and Administrative Assistant liaises closely with administration and operations departments throughout the organization providing a customer focused and effective HR and administrative support service to the organization.

PRIMARY RESPONSIBILITIES

Human Resources:

1. Under direction and oversight by Controller and CAO, assist in the performance of HR related activities.
2. Distribute applicable current licenses, permits, and certifications to all personnel and departments within the Company.
3. Prepare and post job recruitment advertisements, screening applications, arranging interviews, and assist in the administering of pre-employment tests as required.
4. Prepare source documentation needed for new hires, or effective changes in pay, status, or benefits.
5. Establish, maintain and controlling personnel, employees, recruitment relations records, files, correspondence, reports, and organization charts.
6. Manage sensitive and confidential matters to include planning and protecting the security of information, data and files.
7. Respond to and putting through various queries from managers and employees, and from other agencies or departments.
8. Exercise individual judgment while dealing with potential or real troubles on own initiative and bringing them to the Controller/CAO’s attention.
9. Keep up on current issues and matters in the organization related to HR department
10. Assist in the administration and monitoring of new hire orientation programs.
11. Handle issues and inquires during unavailability of the Controller and CAO.
12. Assist in the administration of driving, criminal, and drug screening record checks.
13. Maintain employee file records up-to-date by handling changes in employee status in timely manner.
14. Ensure effective reception or proper approvals on forms and enter changes in the system.
15. Aid in hiring process activities such as posting jobs on job boards and maintaining accurate and current personnel records in Company HRIS - Zenefits.
16. Help in maintenance of employee directory and company organization charts.
17. Aid in monitoring employee performance evaluation schedules.
18. Interact with and supply information to employees, department heads, and job applicants.
19. Other duties as assigned.

Administration:

1. Provide general administrative support such as preparing correspondence, forms and reports, arranging meetings, composing regular correspondence, processing confidential reports and documents, filing electronic and hard copy, tracking deadlines, and taking down minutes as needed.
2. Assist the Managing Members, Officers, Human Resources, Operations and Administration Department in daily administrative tasks as required.
3. Manage President and CEO’s daily schedule.
4. Assist Controller and CAO with in-house and governmental regulatory audits.
5. Compose internal and external communications.
6. Perform daily office opening and closing procedures.
7. Maintain break room and supplies.
8. Maintain daily Company calendars for office personnel.
9. Create and modify documents using the Microsoft Office Suite of products.
10. Perform general clerical duties to include but not limited to photocopying, faxing, scanning, mailing, and filing.
11. Maintain hard copy and electronic filing systems.
12. Sign for and distribute US Postal Mail and UPS/Fed Ex/Airborne/DHL packages.
13. Research, price, and purchase office equipment and supplies.
14. Maintain office supply stock and record log.
15. Setup and coordinate meetings and conferences.
16. Ready and maintain conference room.
17. Make travel arrangements for Company personnel, customers, and vendors.
18. Support staff in assigned project-based work.
19. Prepare reports for Management when needed.

Payroll:

1. Assist with payroll processing and report preparation and distribution.
2. Assist with Employee expense verification and payment processing.
3. Assist with verification of validity of account discrepancies.
4. Assist with authorized and unauthorized deductions resolution.

KNOWLEDGE AND SKILL REQUIREMENTS

1. Professional, highly ethical, and responsible.
2. Strict adherence to confidentiality.
3. Minimum of 3 years clerical experience.
4. High school diploma or equivalent required.
5. Associate Degree or higher desired.
6. Must be able to proficiently speak, read, write, and understand the English language.
7. Excellent verbal and written communication skills – excellent spelling, sentence structure and grammar.
8. Proficiency with Microsoft Office Suite of products.
9. Proficiency with researching information via the Internet.
10. Exceptional professional Email composition and communications.
11. Exceptional professional telephone communications skills.
12. Exceptional professional verbal and written communication skills.
13. Ability to type minimum of 50 wpm.
14. Proficiency with use of facsimiles, copiers, scanners, and 10-Key.
15. Ability to quickly self-learn new software programs.
16. Ability to perform required tasks without supervision.
17. Willingness to self-advance through enrollment in available learning platforms.
18. Knowledge of general accounting procedures a plus.
19. Proficiency in Microsoft Suite of Products.
20. Proficiency in QuickBooks.
21. Proficiency in data entry.
22. Knowledge of Prophesy software a plus.
23. Attention to detail and accuracy.
24. Excellent organizational and time-management skills.
25. Excellent problem-solving skills.
26. Quick and responsible decision-making skills.
27. Good judgment and confidentiality standards.
28. Good information management skills.
29. Knowledge of computers and other office equipment.
30. Ability to manage numerous tasks simultaneously, accurately, and according to priority.
31. Ability to remain flexible within a highly changing environment and still deliver on deadlines.

Visibility requires maintaining a professional appearance and providing a positive company image to the public.

Working conditions are normal for an office environment. Must be able to remain in a stationary position an average of 50% of working hours. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

Disclaimer: These job descriptions are intended to describe the general nature and level of work being performed by an employee filling these positions. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. NOTHING HEREIN IS OFFERED, INTENDED, OR SHALL EVER BE CONSTRUED AS A CONTRACT OF EMPLOYMENT.

THIS APPLICATION IS NOT AN EMPLOYMENT CONTRACT but is merely intended to evaluate suitability for employment. It is our policy to provide equal opportunity for employment to all qualified persons without discrimination on the basis of sex, race, color, religion, age, marital status, national origin, citizenship, disability, veteran status, or any other status protected under state or federal law. It is also our policy to conduct pre-employment drug screenings and full background checks upon offer of employment and before employment and any training begins. If a job offer is made, employment will be contingent upon successful completion of a pre-employment drug screen and satisfactory background check.

EQUAL OPPORTUNITY EMPLOYER (EOE) STATEMENT
We value the diverse backgrounds of our people.
At Humboldt Pacific, LLC we work to create an open atmosphere of trust, honesty and respect. Harassment or discrimination of any kind – including that involving race, color, religion, gender, age, national origin, citizenship, mental or physical disabilities, sexual orientation, veteran status, or any other similarly protected status – is unacceptable. This principle applies to all aspects of employment, including recruitment, hiring, placement, transfer, promotion, layoff, recall, termination, and other terms and conditions of employment.

We recruit, process and assign all applicants on the basis of their qualifications for the particular job, and we do so without regard to any factor unrelated to their ability to fulfill job requirements. Humboldt Pacific, LLC will only accept customer requests for temporary or permanent help that meets our standards.

To comply with applicable laws and ensure equal employment opportunities to qualified individuals with a disability, we will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee, unless undue hardship would result.

Our company further recognizes that the effective application of a policy of merit employment involves more than just policy statement and will, therefore, Humboldt Pacific, LLC undertakes a program of affirmative action to make known that equal employment opportunities are available on the basis of individual merit and to encourage all persons to seek employment with our company and to strive for advancement on this basis.

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