Administrative Assistant (Human Resources)

Summary of Duties Responsible for providing clerical and technical support to the Human Resources Department to assist in carrying out various administrative and Human Resources functions to help ensure efficient Human Resources operations. Essential Job Functions

• Scans and imports all Home Office employee documents into the electronic document imaging system.
• Screens and processes Compassion in Action (CIA) Fund requests for assistance.
• Creates new employee personnel file and medical file for all Home Office employees and division employees as requested. Scans and imports files and all other appropriate documentation into the electronic document imaging system.
• Coordinates the Home Office employee evaluation process. Scans completed evaluation forms to the personnel file and enters pay change forms as needed.
• Types and prepares confidential reports, correspondence, and gathers statistical data as directed.
• Prepares purchase requests and payment requests for approval and forwards invoices to Account Payable for processing and payment.
• Maintains completed I-9 Forms for active and terminated employees. Purges I-9 records for terminated employees in accordance with retention guidelines.
• Maintains up-to-date wage and salary binders for senior management.
• Oversees the timely completion of the E-verify process and communicates any discrepancies to be addressed.
• Assists with the coordination of Home Office employee events and activities.
• Conducts monthly/quarterly audit of division personnel and employee health records to ensure compliance.
• Prepares identification badges to be made for Home Office employees.
• Serves as back-up reception coverage of lobby area and main phone in the absence of the Human Resources Administrative Secretary.
• Gathers requested documents and responds to all subpoenas for employment records. Bills requesting party for copies, postage, and administrative fee when appropriate.
• Creates new hire orientation packets for all Home Office employees and other division employees as requested. Coordinates new employee orientation for Home Office.
• Assists with special projects as needed.
• Coordinates tuition reimbursement requests and ensures policy compliance.
• Assists in revising Home Office job descriptions, 90 day performance evaluations and performance evaluations.
• Coordinates the scanning and file import process for policies and job descriptions.
• Prepares and distributes other monthly reports including but not limited to new hire surveys, exit interview surveys, and service anniversary letters.
• Prepares and distributes monthly reports related to Operations Review timely and accurately.
• Completes and submits unemployment notices, as necessary.
• Assembles all employment documents for legal/EEOC matters and distributes as requested.
• Performs other duties as assigned. Education High school education or equivalent required. College degree preferred. Experience Minimum of two (2) years administrative experience required. Experience working with Human Resources functions preferred.