Position Summary:
Performs a variety of administrative and office duties for the Human Resources Department and assisting with company-wide administrative functions and activities.
On a company-wide basis, responsible for greeting visitors, handing incoming/outgoing mail, including postage application, and answering phones. Working with CEO Executive Assistant works collaboratively to organize company-wide events such as Company picnic, Holiday Party and other employee appreciation events.
The ideal candidate will be experienced in handling many different types of administrative responsibilities and have experience with all aspects of administration and the functions of Human Resources and will be able to work independently with supervision. This person must be well organized, flexible and enjoy the challenges of supporting and keeping accurate records and databases and acting as company liaison to employees.
ESSENTIAL FUNCTIONS
Essential duties and responsibilities may, but are not limited to, the following:
1) Interact with Guests and Applicants by providing pleasant and efficient greeting of all company guests, including job applicants. Assures guests are connected to those they are coming to see and assists job applicants with initial Employment Application process; answering general questions about the company as appropriate.
2) Works with HR Team to place job postings internally and externally, set up appointments between company managers and job applicants. In some cases, this may involve arranging for transportation and lodging for job applicants.
3) Maintains hard copy and electronic records (via HRIS) on company's employees including keeping track of important information regarding a company's employees, such as name, address, who to contact in an emergency, job data, training records, benefits, tax information and whether the employee is paid by yearly salary or an hourly wage.
4) Types letters, preparing reports via HR payroll/HRIS system, scheduling interviews and preparing onboarding paperwork for newly hired (or dismissed) employees.
5) Acts as HR Liaison for weekly payroll colleagues and responsible for the gathering time and attendance hours for hourly colleagues and processing hourly payroll on a weekly basis.
6) Ongoing auditing and double-checking employee records such as time off and training records. Proofread HR documents, type and mail letters written by HR Vice President and assist on follow-up on correspondence/action items.
7) Maintains employee human resources documents such as personnel files and prepare employee reports for managers, including maintaining company-wide organizational charts for German headquarters; record keeping is sometimes associated with job applicants but most often deals with employees.
1) Attends meetings with the HR team, takes notes of meetings and assists HR Team in scheduling follow-up meetings/deliverables.
2) Works with HR Team in seeing that all new employees have, receive and are scheduled with an Orientation Training Plan.
3) Serves as Liaison and act as a resource for employees as an active member of the HR Team helping employees find general answers to their questions. When an employee has specific questions that relate to his personal affairs or company policies and practices, the HR Administrator should direct them to the HR Generalist/HR VP.
4) Answers company-wide phones and effectively screens incoming calls promptly and efficiently. Utilizes intake methodologies, screens calls for the Organization and /or independently handles or refers requests for specific information about specialized matters to appropriate personnel.
5) Maintains and organizes employee files, files correspondence and other organizational records; Create new files, maintains records, locates file, documents and other information as necessary.
6) Additional duties as assigned.
MINIMUM QUALIFICATIONS:
Equivalent to the completion of high school is required. Associates Degree in Office Administration or related field of study is preferred. Two-three (2-3) years’ experience in an office administration , preferably within the Human Resources function, or an equivalent combination of education and/or training and/or experience that provides the following knowledge, skills and abilities:
Knowledge of:
1) Operating a multi-line phone.
2) Microsoft Office applications including Word, Excel, PowerPoint and Outlook; required demonstrated knowledge and proficiency.
3) Payroll / HR systems exposure.
4) Strong typing skills, and be well-versed in other areas of office work, as most enter data and keep employee records via computers.
5) Current office practices, equipment and calendar/work scheduling.
Ability to:
1) Interact and display interpersonal skills and professional demeanor.
2) Be detailed oriented.
3) Be orderly, adaptable, professional, courteous, motivated and work well on their own or as a member of a team.
4) Perform many tasks at once, and handle responsibilities that can change on a daily basis, prioritize and meet deadlines.
5) Take responsibility and perform work utilizing independent judgment and initiative, making sound decisions and in developing solutions to problems.
6) Convey important info to co-workers, superiors and job candidates using strong verbal and written communication skills.
7) Communicate clearly and concisely, both orally and in writing. Use independent judgment and initiative in interpret and follow oral and written instructions with attentiveness to detail
8) Maintain confidentiality.
9) Tactfully and courteously respond to requests and inquiries.
10) Maintain effective working relationships with those contacted in the course of work.
