Human Resources Office Assistant

ZOOLOGICAL SOCIETY OF PHILADELPHIA July 2023

JOB DESCRIPTION

Title: Temporary HR File Clerk

Department: Administration

Classification: Non-Exempt

Reports to: Director Human Resources

General Description

We are seeking a highly organized and detail-oriented individual to join our team as a Temporary File Clerk and Administrative Assistant. In this role, you will be responsible for performing filing duties, assisting with administrative tasks, and supporting various events within our organization. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to handle multiple tasks simultaneously. This is a temporary position not to exceed six months.

Responsibilities:

Perform filing duties by organizing, sorting, and maintaining physical and electronic files according to established procedures.

Ensure that all documents are labeled correctly, indexed, and easily retrievable for future reference.

Assist in the creation and maintenance of filing systems, ensuring files are updated and organized in a logical manner.

Manage document retention and disposal in compliance with company policies and procedures.

Provide general administrative support, such as data entry, photocopying, scanning, and document preparation.

Assist in the coordination and execution of various administrative tasks, including scheduling appointments, making travel arrangements, and managing calendars.

Assist with event planning and coordination, including booking venues, arranging catering, coordinating logistics, and preparing event materials.

Collaborate with team members to ensure smooth workflow and effective communication.

Maintain confidentiality of sensitive information and exercise discretion when handling confidential documents.

Complete other duties and projects as assigned.

Qualifications:

High school diploma or equivalent. Additional certifications or coursework in office administration is a plus.

Proven experience in filing, record-keeping, or administrative support roles.

Strong organizational skills with the ability to manage multiple tasks and prioritize work effectively.

Excellent attention to detail and accuracy in document management.

Proficiency in using computer software and office equipment, including word processing, spreadsheets, email, and scanning equipment.

Strong written and verbal communication skills.

Ability to work independently with minimal supervision and as part of a team.

Flexibility to adapt to changing priorities and handle tight deadlines.

Professional demeanor, with the ability to maintain confidentiality and exercise tact and discretion.

Previous experience in event planning or coordination is desirable but not required.

Working Conditions:

This is a temporary position not to exceed six months.

The work is performed in an office environment.

May require occasional lifting or moving of boxes and files.

Some events may require working evenings.

We offer competitive compensation for this temporary position and the opportunity to gain valuable experience in a fast-paced and dynamic work environment.