Hr Assistant - Human Resources - Full Time/Days - Req# 1946422089

Brief Description

Job Objective:

Under the direction of the Human Resources Leadership team, the HR Assistant will be responsible to perform a wide variety of complex duties requiring a high degree of accuracy, discretion and professionalism. Provide secretarial assistance in organizing and controlling the flow of work of all HR departments in order to accomplish department objectives in an expeditious manner. Must be able to work independently, exercise good judgment, be detail oriented, perceptive and able to anticipate and meet the needs of the department.

Duties and Responsibilities:

• Ensure front desk coverage in order to fulfill department’s needs and requests to provide exceptional customer service.
• Confidentiality
• Front Desk
• Sort, open, date stamp, distribute and route incoming mail/packages to appropriate personnel.
• Act as the timekeeper for the department. Prepares all relevant information pertaining to payroll in a timely manner for Manager approval.
• Secretarial
• Provides and designates clerical and administrative assistance in creating, revising, updating, scanning, processing and maintaining HR documentation and files as assigned and directed.
• Coordinate and monitor Conference Room scheduling utilizing Microsoft Outlook.
• Performs routine secretarial duties in support of department.
• Prepares, designates and maintains reports and documents that are necessary to carry out the functions of the Human Resources Department as necessary or requested.
• Perform other duties as assigned by supervisor.
• Operate multi-line phone system, determine nature of call and direct caller to appropriate individual or take and deliver messages.
• Provide backup coverage for other staff during lunches, vacations, etc., as needed.
• Manage special projects from inception to completion.
• Greet, screen, assist and direct office visitors.
• Responsible for designating clerical and administrative assistance in maintaining accurate, current department employee files.
• Refrains from disclosing confidential information acquired in the course of work, except when authorized and unless legally obligated to do so.
• Act as the department Safety Officer and delegate alternate designees as needed.
• Responsible for designating clerical and administrative assistance in maintaining departmental files and electronic file system in a complete, accurate, and orderly fashion using confidential practices at all times.
• Performs a variety of clerical tasks, including, but not limited to, data entry, word processing, and the use of other software applications.
• Refrains from using or appearing to use confidential information acquired in the course of work for unethical or illegal advantage either personally or through third parties, etc.

Non-Essential Duties:

• Coordinate office repairs as needed
• Operates fax, copier and other office equipment
• Filing
• Orders supplies as needed

Knowledge, Skills and Abilities:

Knowledge

• Knowledge of Kronos Timekeeping
• Knowledge of English usage, spelling, grammar, and punctuation
• Knowledge of Microsoft Word, Outlook, Excel, and PowerPoint
• Demonstrated knowledge of secretarial procedures and practices
• Knowledge of telephone etiquette

Skills

• Good oral and written communication skills
• Strong interpersonal skills and customer focus
• Skills to develop and report statistics and data
• Proficiency in using computer programs with the ability to apply and learn HR systems and office applications
• Strong critical thinking skills

Abilities

• Ability to create presentations, charts, graphs, databases and spreadsheets
• Ability to perform duties accurately and efficiently
• Ability to type 50 WPM
• Ability to determine work priorities
• Ability to perform multiple tasks at one time
• Ability to use diplomacy and discretion, when giving out information, referring and/or directing callers and visitors
• Ability to prioritize tasks and duties

AVH Values: All AVH employees will effectively demonstrate these values:

• Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
• Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
• Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.

Education and Experience:

Education

• High school graduate and/or equivalent experience

Experience

• Five years’ secretarial experience
• Three years’ prior work within HR

Required Licensure and/or Certifications:

• None

AVH Conduct/Compliance Expectations:

• Conforms with required and appropriate Joint Commission requirements
• Display a willingness to work as a team player
• Ability to maintain the confidentiality of patient, hospital and department information
• Ability to interpret and function under hospital and department policies and procedures
• Ability to adhere with AVH Leaves of Absence Policy
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies
• Ability to adhere with AVH Paid Time Off (PTO) Policy
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
• Conforms with and supports hospital quality assurance and improvement guidelines
• Ability to participate effectively in department and hospital staff education
• Ability to adhere to safety rules and regulations
• Ability to follow the Code of Conduct
• Ability to expand on own initiative in performance of duties
• Ability to give and support the highest level of patient/customer satisfaction at all times
• Supports and adheres to the values and mission statement established by the AVH Board of Directors
• Ability to adhere with AVH Attendance and Punctuality Policy
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
• Safely and effectively uses all equipment necessary to carry out duties
• Ability to adhere to the department dress code
• Skill and ability to follow the telephone etiquette/standards
• Ability to adhere with AVH Recording of Hours Worked Policy
• Ability to function effectively under pressure and meet time parameters
• Conforms to AVH Standards of Excellence
• Ability to organize work and establish priorities

Physical Requirements and Working Conditions:

• Repetitive use of keyboard and viewing of video display monitor
• Work may be performed under stressful conditions
• Working in an office environment
• Must be capable of sitting for majority of shift with occasional standing and walking required
• Must occasionally lift up to 10 lbs. and push/pull less than 20 lbs.

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

NOTE: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THIS DOCUMENT IS NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, AND WORKING CONDITIONS FOR THE PERSONNEL SO CLASSIFIED.

Requirements

Education and Experience:

Education

• High school graduate and/or equivalent experience

Experience

• Five years’ secretarial experience
• Three years’ prior work within HR

Required Licensure and/or Certifications:

• None