General Summary

Under direct supervision, provides administrative support to various functional areas within the Human Resources Department.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Provides administrative support for HR projects as requested. Processes confidential reports; researches and gathers data; prepares and maintains related statistical information.
• Supports the HR Directors with various tasks such as, preparing agendas, PowerPoint presentations, and calendars; reserving rooms for meetings, sending FedEx shipments, and placing urgent calls as needed.
• Performs general clerical functions including making photocopies, scanning documents, sending faxes, etc.
• Maintains I-9 forms and ensures proper documentation. Performs monthly audits to ensure consistency and accuracy.
• Performs monthly audits to ensure the corporate credit card is being used appropriately and documented correctly, reconciling when necessary.
• Administers HR parking pass to visitors. Records the pass number, visitor information, date, etc. Performs monthly audits to ensure parking passes are being used only when assigned, reconciling when necessary.
• Processes unemployment insurance claims; contacts state for information as needed; gathers and submits data.
• Performs pre-check functions for criminal background checks.
• Processes check requests. Follows up with accounts payable concerning payments, pay outs, bonuses, relocation, etc. Answers employees' questions and explains the processes.
• Assists with arrangements for the Employee of the Month and communicating information.

May perform the following duties as needed:

• Receives, greets, and assists guests, visitors, and staff within the Human Resources department. Ascertains the nature of their business or need, and calls for an escort when necessary.
• Provides general information to guests, visitors, and staff on the telephone or in-person, in accordance with established departmental policies and procedures.
• Answers and operates in-coming telephone calls on multiple phone lines for the department.

1. Responds to or handles inquiries or takes messages, as appropriate.
2. Screens calls and refers to appropriate individual and/or transfers call to specified party.

• Sorts and distributes incoming and outgoing mail for the department. Maintains logs of items received. Contacts appropriate party to retrieve delivered item, delivers items as appropriate.
• Maintains records on telephone call volumes and general department records as requested. Maintains directory and files on pertinent information according to established procedures.
• Orders office supplies as needed. Operates and assists in the care and maintenance of department office equipment and supplies.
• Responsible for reception area and ensures coverage at all times.
• Maintains, tracks, and organizes all incoming paperwork. Ensures they are provided to the assigned HR professional within an urgent and timely manner.
• Maintains established department policies, procedures, objectives, quality assurance, safety, environmental and infection control standards.