Overview
Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations,filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills.
Responsibilities
Essential Job Functions
The Administrative assistant has responsibility for these areas:
- Provide administrative support to the Human Resource Department.
- Maintain employee personnel files, rosters, and electronic records.
- Create, post, and maintain job advertisements on company websites, job boards, social media platforms, and other recruitment sources.
- Review and screen applications before sending them to appropriate manager.
- Coordinate and manage the new hire onboarding process from offer through orientation.
- Prepare onboarding documents and ensure all required employment paperwork and requirements are completed accurately and timely.
- Coordinate pre-employment requirements, including background checks and screenings, drug screens, TBs, credential verification, and OIG checks.
- Maintain onboarding records, set up, and update employee information in human resources, electronic labor recording system, online training system, and payroll system.
- Serve as point of contact for new employees, answering questions and assisting with a smooth transition into the company.
- Collaborate with managers and new hires to set up TB testings and start dates.
- Prepare and distribute new hire packets and required employment forms.
- Prepare and send benefit enrollment packets to eligible employees.
- Answer employee questions and direct inquiries to the appropriate HR staff member.
- Maintain strict confidentiality of employee and organizational information.
- Assist with processing month end billing.
- Create, update, and maintain employee records and HR databases.
- Ensure personnel files are complete and organized.
- Enter payroll-related data into the electronic health/labor reporting system, payroll, and HR systems.
- Answer telephone, screen calls, and send them to appropriate personnel.
- Manage all incoming and outgoing mail, packages, and deliveries. Sort and distribute incoming mail.
- Submit invoices to Accounts Payable.
- Reports to work (corporate office) as scheduled
Additional Job Duties
- Process employment status changes, wage updates, and other personnel transactions.
- Assist with document retention and recordkeeping requirements.
- Assist employees with benefit enrollment forms and related paperwork.
- Maintain benefit records and employee enrollment information.
- Assist with open enrollment activities and benefit-related communications.
- Service as a backup for administrative staff and other designated positions as needed.
- Crosstrain in various departmental processes and procedures to support operational needs.
- Maintain flexibility to perform a variety of duties that support organizational objectives.
- Assist with special projects and organizational initiatives.
- Perform other duties as assigned.
Qualifications
Minimum Qualifications/Requirements
- High school diploma or equivalent required.
- Associate degree in Human Resources, Business Administration, or a related field preferred.
- One to three years of administrative, office support, payroll, or human resources experience preferred.
- Experience working with confidential information preferred.
- Strong organizational and time management skills.
- Strong customer service and interpersonal skills.
- Excellent attention to detail and accuracy.
- Effective verbal and written communication skills.
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
- Ability to learn HRIS and payroll software systems.
- Ability to manage multiple tasks and prioritize work effectively.