Position Summary Under the general direction of the Director of HR, provides general office support with a variety of clerical activities and related administrative tasks for the human resources department and site operations. Nature and Scope Position reports to the Manager, Human Resources. Incumbent has routine contact with job candidates, site visitors, company vendors, human resource staff, and all levels of employees. Responsible for answering all incoming calls, greeting and assisting all job candidates with the application, assessment and selection process, assisting all site visitors, and providing administrative support with new hire on-boarding process. Essential Duties and Responsibilities All areas of responsibility listed below are essential to the satisfactory performance of this position by any/all incumbents, with reasonable accommodation, if necessary. Any non-essential functions are assumed to be included in "other related duties as assigned": • Answering all incoming calls, assisting callers or directing calls to appropriate departments. Scheduling interviews for job candidates with human resources and operations staff. • Facilitate job candidate’s application and assessment process. Assist job candidates and new hires with paperwork and processing them for new hire orientation. Assist human resources staff with the selection and hiring processes administrative tasks. Assist in the entry and maintenance of employee personnel records in the HRIS • Assists in the ordering, receiving, stocking and distribution of office supplies. Collect and distribute company mail. Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, unemployment insurance claims, performance evaluations ) • Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc) Maintains employee confidence and protects operations by keeping human resource information confidential • Other related duties as assigned Supervisory Responsibilities This position has no supervisory responsibilities. Minimum Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education: High School diploma/GED. Associate’s degree or some college preferred. Experience: Minimum of two years related administrative or receptionist experience. Experience within a human resource department preferred. Skills: • Computer, data entry and multi-line phone experience required. • Experience using internet, word processing, spreadsheet and calendar software required. MS Word, Excel and Outlook experience preferred. • Experience entering and maintaining personnel records in an HR information system preferred. Certificates, Licenses, Registration: None required Competency To perform the job successfully, an individual should demonstrate the following competencies: • Interpersonal Skills – Maintains confidentiality; Able to interact with a high volume of people; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things. • Verbal Communication – Speaks clearly and persuasively in positive and negative situations; Listens and gets clarification; Responds effectively to questions. • Written Communication – Writes clearly and informatively; Edits work for spelling, grammar and accuracy; Able to read and interpret written information. • Problem Solving – Ability to design workable solutions to problems in a timely manner and within an ambiguous environment. • Reasoning Ability - Apply common sense understanding to carry out instructions. Ability to deal with problems involving a few concrete variables in standardized situations. • Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interest; Supports everyone’s efforts to succeed. • Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment. • Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. • Quality – Completes work in timely manner; Works quickly and efficiently. Looks for and implements process improvements. • Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes and schedules tasks; Develops realistic action plans. • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. • Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. • Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Flexibility to work as required and when needed to address urgent issues. • Dependability – Follows instructions, responds to management directions; Takes responsibility for own actions; Keeps commitments; Commits to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
