HR COMPLIANCE AND ADMINISTRATIVE SPECIALIST

: The Human Resources team has an immediate temporary HR Administrative opening. Great opportunity for someone who enjoys a variety of tasks and works as an independent contributor, as well as in a team! More details below.

SUMMARY DESCRIPTION :

This position performs a variety of duties in support of the Human Resources (HR) department and Administrative Services. This position provides HR coordination and support activities as directed by the HR Manager. In addition to data entry, filing, and scheduling, duties may include coordinating meetings and conferences, processing HR reports, and aiding employees with HR related inquiries. The ability to work in a fast-paced environment to assemble, maintain, and manage highly confidential and sensitive information is required. This position requires interaction with a diverse group of important external callers, external visitors, and internal contacts at all levels of the organization. This position is on-site located in the Phoenix Maryland office and reports to the HR Manager.

All aspects of this position require confidentiality since many of the responsibilities are sensitive in nature.

CLASSIFICATION: Non-Exempt (hourly)

DUTIES AND RESPONSIBILITIES :

• Serves as the primary administrative support to the HR Manager.
• Tracks pre-employment screenings.
• Receives and tracks receipt of new hire documents. Follows up on missing forms and information. Ensures that all required documents are received according to established deadlines.
• Prepares and maintains organized personnel files for employees, while ensuring accuracy, compliance, and confidentiality.
• Provides administrative and project assistance, including regular maintenance and auditing of electronic and paper files.
• Distributes and maintains tracking of annual and mandatory benefits, and state and federal posters.
• Ensures accuracy of E-Verify, I-9 compliance.
• Schedules required medical exams and appointments with clinics across all locations.
• Prepares pre-employment and follow-up medical authorizations (diving, occupational, medical, DOT, and USCG).
• Coordinates with the MRO's office for the USCG drug screen clearance.
• Compiles medical and drug screen records for each employee's files.
• Ensures timely updates to the database as needed for each employee.
• Communicates promptly with the HR Manager regarding any employee follow-ups recommended by the physician.
• Provides a wide variety of administrative support duties.
• Assists all employees as necessary.
• Performs clerical functions like copying, faxing, and mass mailings.
• Complies with established Phoenix's quality management system (QMS) policies, processes, and procedures.
• Performs other duties as assigned.

JOB REQUIREMENTS:

• Minimum high school diploma or equivalent. Preferred associate degree in business and/or to four years of prior HR/HRIS administrative experience.
• Demonstrated experience of increasing responsibilities in a fast-paced professional office environment.
• Highly desired, ADP/WFN experience.
• Required intermediate to advanced computer skills, with competence in Microsoft Office Suite (i.e., Excel, Access, and PowerPoint).
• Extensive software skills and Internet research capabilities.
• Excellent organization, planning, and communication (written and verbal) skills and the ability to meet critical deadlines and manage multiple priorities.
• Attention to detail and problem-solving skills are absolutely essential.
• Strong interpersonal skills, flexibility, and willingness to assist as needed.
• Ability to establish and maintain working relationships with internal and external clients.
• Knowledge of basic arithmetic.
• Ability to lift 25 pounds.
• A valid U.S. driver's license.
• Ability to pass pre-employment drug/alcohol screening and background check, as required.

Phoenix International Holdings, Inc is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.