ADMINISTRATIVE ASSISTANT
Effective date: 08/22/2024 Hours: M-F 8:30AM - 5:30PM Reports to Human Resources
Role:
To provide administrative confidential support to Human Resources Department and Executive Management team. Assist in prescreening of resumes based on requirements of the job posting, scheduling interviews, follow up paperwork, assist with adherence to record retention schedule, preparation of letters for review, virtual filing, working with third party systems for job postings and assist with compliance audits and other duties. Manage and maintain Executive management office supplies and inventory, assist in planning and coordination, performs office duties such as transcribing, answers phones, takes messages, schedules appointments. Assist in creating correspondence and prepares reports or documents to include monthly Board of Directors package.
Essential Functions & Responsibilities:
Assist in prescreening of resume for job based opening on job requirements, schedules interviews, and provides data entry for pre-employment screening while preparing and collecting new employee paperwork. Assist in the recruiting process by posting to third parties including schools/universities, Linkedln, Indeed, Work in Texas and other resources.
Assist in maintaining employee records and files, ensuring accuracy and compliance with policies. Performs data entry and virtual filing of all HR related documents in record retention order. To include maintaining employee records and updates on various platforms like CUES, AARP, Compease, TRC, Paycor, Benefits In Hand and others.
Prepares and assists in the preparation of assigned reports such as monthly Board package. Composes letters and memoranda from dictation, verbal direction, written documents and files; edits written communications from word processing documents. Ensures and maintains corporate policies are up to date. Utilize Google Suite and other software applications to create and edit documents, spreadsheets and presentations.
Manage and maintain Executive Management office supplies and inventory, assist in event planning and coordination, performs offices duties such as transcribing, answers phones, takes messages, schedules appointments and maintains calendars for Executive Management.
Assists in maintaining new HR procedures and ensures current ones are up to date. Sends annual acknowledgments to all employees on various policies like Employee Handbook, Corporate Credit Card, Information Security Plan and others. To include assisting with HR projects, ad needed.
Performs other related duties as assigned.
Performance Measurements:
To provide timely, accurate, and professional administrative support.
To keep confidential information confidential.
To maintain a professional work environment and businesslike appearance.
Knowledge & Skills:
Experience
One year to three years of similar or related experience.Education
(1) A two-year college degree or (2) completion of a specialized certification or licensing, or (3) A completion of specialized training courses conducted by vendors, or (4) job specific skills acquired through an apprenticeship program.Interpersonal Skills
Work involves contact with persons beyond immediate associates regarding routine matters for the purpose of giving or obtaining information which may require some discussion. Outside contacts take the form of service to the public (members or vendors), requiring ordinary courtesy in providing assistance and information.Other Skills
Excellent organizational and editing skills; typing skills at or above the 75 percentile in speed and 90th percentile in accuracy; proficient with spreadsheets; shorthand a plus.Physical Requirements
Able to lift at least 20 pounds in supplies/ boxes received.Work Environment
Office environment, continuous sitting.