This is a non-exempt, office support position. This position is responsible for a wide variety of complex and diverse administrative and secretarial support duties for the Human Resources Department. This position assists the Human Resources Department in everyday operations including file management and various other office support duties as requested. This position will be required to complete all duties within timelines established by HR Generalist. Must maintain confidentiality of all information. Supervisor will delegate various other human resources functions for all agency employees.
Duties and Responsibilities:
General Office Administration:
Provides administrative support to all members of the Human Resources Department such as copying, sending and receiving facsimile transmissions and typing office correspondence as requested.
Retrieve, open, stamp, distribute and maintain log of all incoming mail.
Order and keep an accurate inventory of office supplies.
Maintain a steady supply of forms and other office materials and ensure availability to all employees and HR staff.
Process Purchase Requisitions for all invoices related to subscriptions, desktop reference materials, supplies and catering vendors - tracks progress, ensures payment and maintains appropriate filing system.
Processes all requests for Tuition Reimbursement. Reviews forms for completeness, obtain approval from CHRO, tracks and maintains request and monitor total compensation, submit request for reimbursement to employee via Purchase Requisition from Accounting.
Create, maintain and keep current accurate filing systems to comply with applicable retention requirements as it relates to personnel, resume/applicant, and general files.
Assist with distribution of the quarterly newsletter and other employee mailing projects.
Answer incoming calls, route to appropriate staff or deliver accurate messages.
Ensures office equipment and machines (fax, copier, etc.) are properly supplied and maintained.
Responds to request for forms or HR information and refers issues to Supervisor when in doubt.
Conduct employment verifications as necessary.
Take meeting minutes during the HR Staff Meeting.
Performs related work as assigned.
Update HR-B with data such as incident reports, education credentials, and employee warning notices and others as assigned.
Assist with New Employee Orientation meetings; takes photo IDs and other duties as assigned.
Assist with the set-up and coordination of and keeps records on Human Resources training programs, open enrollment and other employee group meetings.
Assist with retrieval, distribution, filing, and data entry of resumes and applications (fax and email resumes).
Assist with notification to each applicant interviewed, but not selected for employment as well as mail confirmation of receipt of all resumes submitted for posted vacant positions.
Assist and ensure proper payment of recruitment and temporary agency invoices.
As delegated, prepare and process employment/separation letters.
Excellent Human Resources administrative/clerical experience. Excellent written, verbal, interpersonal, organizational and communication skills necessary. Utilization of HRIS database including data entry and data retrieval capabilities. PC knowledge in software packages used for word processing, spreadsheets and database management (Microsoft Office preferred - Word, Excel, Access, PowerPoint and Publisher). Ability to be flexible and adaptive to changing priorities. Must be able to manage multiple projects and diverse individuals. Ability to work independently. Good telephone presence and must be able to deal effectively with all PMHCC staff, outside applicants and agencies.
PMHCC - 15 months ago