Job: Administrative Assistant, Human Resources

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Jobing Description



Location:Support Services
Zip Code:98310
ID:1026
Department:Human Resources, 86501
Shift:Days
Shift Hours:M-F 8-4:30
Job Type:Full-time
On-Call Required:No
Rotating Weekends:No
Rotating Holidays:No

Description

POSITION SUMMARY:

Responsible for providing first-line support to employees, managers, applicants, and visitors. This position performs a variety of Human Resources functions such as customer service, reception, records management, data entry, and clerical support. Furnishes employee information to authorized persons, and assists employees on matters regarding Human Resources forms, records, procedures and policy questions. In addition, this position assumes responsibility for special projects as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements 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 REQUIRED:

Post-secondary coursework in human resources, business or related field.

CONTINUING EDUCATION & COMPETENCY REQUIREMENTS:

Continuing education and/or licensing requirements:

Position related and JCAHO required in-services.

Position related seminars on a yearly basis.

EXPERIENCE REQUIRED:

Two (2) - four (4) years of clerical support experience, preferably in Human Resources and/or healthcare.

KNOWLEDGE / SKILLS / ABILITIES:

Demonstrated skills in collaboration, teamwork and problem-solving to achieve goals

Demonstrated skills in verbal communication and listening

Demonstrated skills in providing excellent service to customers (employees, managers, applicants, and visitors)

Possess excellent organizational skills

Possess excellent communication and interpersonal skills

Ability to coordinate multiple assignments at one time

Familiar with front office protocol

Ability to work well independently, as well as in teams

Demonstrate proficiency in Microsoft Office (Word, Excel)

Familiar with the operations of standard office equipment

Ability to perform effectively in a busy, front office

ENVIRONMENTAL / JOB CONDITIONS:

Exposure to Hazardous Chemicals or Substances and/or Infection: Risk of exposure to infectious disease during all patient contacts.

Exposure to Bloodborne Pathogens: Risk of exposure to Bloodborne pathogens during all patient contacts.

ACCOUNTABILITIES AND ESSENTIAL JOB FUNCTIONS:

Provides administrative support to the HR Director and other HR staff as needed.

Opens, sorts and distributes department mail and faxes twice daily and documents date of receipt as observed by HR Director and/or peer feedback. Opens and distributes mail within 1 hour of receipt on a regular basis.

Administers and insures compliance of all state and federal regulations for I-9 forms which includes notification, filing and tracking requirements at hiring of new employees, contracted employees, or student internships, as documented on forms and peer review

Maintains adequate stock of all departmental supplies, current forms, resource materials and packets i.e., employment applications, new hire paperwork. Keeps available for staff and customers as observed by HR Staff. Maintains orderly, efficient clutter free office environment. Anticipates and fulfills needs of staff and office before needs arise.

Files HR Department information (i.e. Personnel Files, Employee Files, updating manuals, etc). Maintains all filing on a biweekly basis.

Assists with daily operations and events for the Fresh Start program.Assists with daily operations and events for the Fresh Start program.

Arranges for repair of office equipment if necessary as observed by HR Staff

Assembles Personnel files for new-hires within 2 days of receipt of paperwork in order to assure current files as observed by HR Director and/or peer review. Sorts documents, distributes and assembles. Assembles files upon receipt

Uses departmental copy of Emergency Preparedness & Safety Manual and can access plans and policies within the manual as necessary and observed by HR Director.

Answers main department phone numbers within 3 rings 90% of time as observed by HR Director. Answers phone 100% of time within 3 rings.

Greets/recognizes customers 100% of the time as observed by HR Director.

Routes callers or refers complex questions to the appropriate staff member when requested and/or necessary, as soon as possible, as observed by HR Director and /or peers.

Provides office administrative support (i.e. typing, faxing, photocopying, computer operation, etc) as requested by staff member as observed by HR Director and/or peers.

Assists in administering pre-employment testing and new hire paperwork. Receives applications, reviews and routes to appropriate recruiter, may include first impression feedback for completion. Must advise applicant of appropriate testing and any other requirements.

Uses Applicant Tracking to answer inquires and status report of the applications.

Responds to inquiries for all information such as references, verification of employment. Response turnaround is one day or less turnaround time for HR information.

Secure desk coverage when leaving the work area for periods of excess of one half hour.

Maintains departmental budget records.

Observes rules of safety when operating office equipment and keeps work area free of obstacles. Monitors and coordinates front office keeping it clean, tidy and organized.

Updates Harrison Medical Center employment information phone recording each Thursday afternoon as monitored by self-reporting and random checks by Director.

Fills in for HR staff on vacation – FMLA coverage and data entry of new employees, performance evaluations and miscellaneous changes.

Processes service awards i.e. pins and cards for Harrison Medical Center employees.

Arranges meetings for Director with Department Managers, Union Reps, etc.

Forwards check requests for approval. Using excel spreadsheet, enters information into current budget year.

Reconciles monthly supply orders to monthly accounts payable report.

Attends Human Resources staff meetings as scheduled and records minutes. Provides information to the team regarding new processes and upcoming activities.

Must have regular, reliable, predictable attendance in performance of essential job functions.

During an emergency, disaster, or catastrophic event, which places life or property in jeopardy, employee may be assigned to any disaster service activity that promotes the protection of public health and safety. Assignment might require serving at a location, at times and/or under conditions that significantly differ from employee's normal work assignments. As an employee of Harrison Medical Center, employee may be directed to perform a role other than their regular job, by a superior or by law.