Human Resources Admin - HR Administrative Assistant

TITLE: HR Administrative Assistant
STATUS: Non-Exempt
REPORTS TO: VP - DEI Culture and Talent
DEPARTMENT: Human Resources Admin
JOB CODE: 11335

PAY RANGE: $29.50 - $38.00 Hourly

GENERAL DESCRIPTION:

The HR Resources Admin provides support to the HR Leadership Team.   HR Admin will collaborate with the VPHR/VP Enterprise Development and Communications and Director of HR Operations to successfully leverage their time and ensure their scheduled is followed and respected. The HR Admin will maintain a realistic balance among multiple priorities and anticipate the needs of the HR Leadership Team.  The HR Admin will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

TASKS, DUTIES, FUNCTIONS:

1. Drives and managing an extremely active calendar of appointments and prioritizing; accordingly, provides the VP/Directors with background information, meeting summaries, and/or supporting documents in preparation for scheduled appointments, meetings, and speaking engagements.
2. Prioritizes conflicting needs; handles matter expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.
3. Greets and screens visitors in a friendly and helpful manner. Tactfully handles inquiries/concerns, including those seen as confidential or sensitive in nature.
4. Deliver exceptional customer service in responding to employee questions and providing general support to HR functional areas.
5. Maintains the integrity and confidentiality of human resources information, files, records, and documentation.
6. Responsible for creation of new organizational charts, as well as the ongoing maintenance of existing organizational charts.
7. Create, edit, and distribute emails, newsletters, reports, documents, agreements, and other correspondence upon request. 
8. Assist with standard and ad hoc reporting including hiring trends, weekly and monthly reporting, turnover, performance and/or compensation planning.
9. Order office supplies and monitor inventory of office supplies with attention to budgets. Monitor costs and expenses to assist in budget preparation.
10. Receive, sort, and distribute mail within the HR team.  Prepare outgoing mail for processing. 
11. Maintain effective control of vendor relationships, invoicing, business expenses, and other financial resources.
12. Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
13. Answer frequently asked questions from employees regarding policies, benefits, hiring processes, etc.; refers complex questions to appropriate senior-level HR staff or management.
14. Maintain and troubleshoot technology in the office, including computers, networking, printers, copiers, telephones, televisions, projectors, and all software systems.
15. Follow Standard Operations Procedures (SOPs) and process workflows. 
16. Respond to requests for verification of employment. 
17. Receive, sort, and distribute mail within the HR team.  Prepare outgoing mail for processing. 
18. Order and picks up lunch for various meetings as needed.
19. Coordinate travel arrangements as needed.
20. Perform other duties as required.

PHYSICAL SKILLS, ABILITIES, AND EXERTION UTILIZED IN THE PERFORMANCE OF THESE TASK:

1. Effective oral and written communication skills required to assist HR department. 
2. Must possess sufficient manual dexterity to skillfully operate an on-line computer terminal and other standard office equipment, such as financial calculators, personal computer, facsimile machine and telephone.

ORGANIZATIONAL CONTACTS & RELATIONSHIPS:

1. INTERNAL: Human Resources team, all company employees
2. EXTERNAL: Vendor and outside visitors

QUALIFICATIONS:

1. EDUCATION: Minimum of AA degree in business related courses preferred.
2. EXPERIENCE: Minimum of five years of solid experience as an administrative or executive assistant experience.
3. KNOWLEDGE / SKILLS:

• Strong interpersonal skills/friendly
• Strong organizational skills
• Strong verbal and written communication skills
• Dependable  
• PC and iPad skills, strong in Microsoft Office (Word, Excel, PowerPoint and Outlook) and Adobe
• Ability to efficiently use the internet for conference travel coordination
• Ability to multitask
• Independent worker with ability to be flexible and work well with existing team
• Effective follow-through
• Quick learner

PHYSICAL REQUIREMENTS:

1. Prolonged sitting throughout the workday with occasional mobility required.
2. Corrected vision within the normal range.
3. Occasional lifting, bending and stooping throughout the workday to maintain files and store supplies weighing up to fifteen pounds.
4. Hearing within normal range.  A device to enhance hearing will be provided if needed.
5. Ability to lift 15 lbs. as may be required. 
6. Occasional movements throughout the department daily to interact with staff, accomplish tasks, etc.
7. Limited local and statewide travel by car or public conveyance

LICENSES / CERTIFICATIONS:

A valid California Driver’s license preferred.

REV. 9/11/2024