This position assumes the responsibility of providing overall assistance to the Departments of Human Resources and Training with daily administrative operations and specials projects. Assists the efforts of the Department of Human Resources in completing the mission and vision to be the Employer of Choice.

Reports to the Human Resources Coordinator.

RESPONSIBILITIES:

Administrative – Reporting, Filing and Tracking

  • Distributes, maintains, and tracks monthly documents including:
  • monthly staff physical/TB reminders
  • monthly new hire surveys
  • monthly anniversary card labels
  • monthly birthday labels for Wellness
  • monthly retention program entries
  • 401k eligibility letters
  • Maintains a current table of organization
  • Maintains and distributes an updated variable hour staff list accurately and timely
  • Maintains and tracks requirements of Life Sharing program
  • Creates and maintains employee personnel records (active/inactive/new hires) in an orderly, timely and accurate manner; maintains confidentiality of records
  • Updates HRIS with changes to staff address, phone number, driver’s licenses or any related profile changes
  • Organizes and distributes personnel correspondence and documentation
  • Moves files to storage in accordance with the document retention policy
  • Assist with the preparation of various audits (401(k), licensing, provider monitoring, etc)

 

Administrative – Current Staff

  • Responds to written and verbal requests for employment verifications
  • Processes current staff clearances, DMV checks and vehicle information, when renewal is due
  • Prepare physical/tb mailing along with paperwork and then enter results in HRIS system
  • Processes sanction checks for staff, vendors and stakeholders monthly
  • Tracks the receipt of staff policy verifications/performance reviews
  • Enters workers comp injuries into WC incident database, when needed
  • Processes referral bonus to eligible employees
  • Prepare mailings for FMLA and paperwork

 

Administrative – New Hires

  • Prepares interview, new hire and orientation packets
  • Prescreens applicants over the telephone and if qualified, schedules interview with Recruiting Coordinator
  • Assists with the preparation and mailings of offer letter; submits screenings
  • Conducts new hire orientation:
    • New hire paperwork
    • Review of personnel policy manual
    • Take picture of new hire(s) for employee ID’s (order for new and existing staff)
    • Prepare eTime instructions and review with new hire(s)
  • Schedules driving evaluations for orientation and any other retests as necessary; ensures availability of vehicle
  • Registers new hires for online medication training and provides instruction letters
  • Processes new hire payroll paperwork in a timely, accurate manner
  • Track the receipt of new hire orientation checklist

 

Administrative – Training

  • Properly records all training records into the learning management system
  • Maintains staff training file records
  • Maintains training sign-in sheet records, both electronically and/or on paper
  • Assists with mandatory training reminders

 

Other Duties

  • Maintains confidentiality of all staff and persons supported information
  • Responsible for the completion of other related duties as assigned.
  • Prepare and send rejection emails/letters to applicants

QUALIFICATIONS

  • Associates degree with minimum of four years’ administrative supports experience; prefer minimum of two years in human resources environment; or any equivalent combination of education and HR/administrative experience.

SKILLS

  • Strong PC skills required (Microsoft Word, Excel, Outlook)
  • Strong verbal and written communication skills
  • Must possess excellent customer service skills
  • Must be organized and detail oriented
  • Ability to work in a fast-paced environment
  • Ability to work both independently and as part of a team
  • Must maintain strict confidentiality of all information in compliance with federal, state, county laws and regulations.
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