Department: Human Resources / Safety / Training Employment Type: Full-Time
Work Location: DeLand, FL — In Person
Compensation: $19.00 – 22.00/Hr
Schedule: 7:00 – 4:00PM
Position Summary
The HR, Training & Safety Administrative Assistant provides clerical and administrative support to the Human Resources, Training, and Safety departments. This position assists with recruiting, employee records, training coordination, safety documentation, vendor communication, and other general office responsibilities.
The ideal candidate will have strong organizational and office skills, professional communication abilities, attention to detail, and previous recruiting or HR-related experience. This is primarily an office-based support position and does not include responsibility for performing technical safety work or conducting safety inspections unless properly trained and assigned.
Essential Duties and Responsibilities
Recruiting and Human Resources Support
- Assist with posting open positions on job boards and other recruiting platforms.
- Review applications and résumés for basic job qualifications.
- Contact candidates to conduct initial phone screens and schedule interviews.
- Coordinate interview schedules with candidates and hiring managers.
- Maintain accurate applicant records and recruiting documentation.
- Assist with employment references, background checks, drug-screen scheduling, and other pre-employment requirements.
- Prepare new-hire paperwork and assist with onboarding activities.
- Maintain employee files and other confidential HR records.
- Assist with data entry, document preparation, filing, scanning, and recordkeeping.
- Respond to basic employee questions and direct more complex matters to the appropriate manager.
Training Support
- Schedule employee training sessions and communicate dates and requirements to participants.
- Prepare training materials, sign-in sheets, handouts, certificates, and presentation supplies.
- Track training completion, expiration dates, and required refresher training.
- Enter and maintain training records in company systems and spreadsheets.
- Contact outside training providers to obtain schedules, availability, and pricing.
- Coordinate rooms, equipment, refreshments, and other training logistics.
- Assist with new-hire orientation and the distribution of required training materials.
- Follow up with supervisors regarding incomplete or overdue training.
Safety Department Support
- Maintain safety records, forms, inspection documents, and other department files.
- Assist with preparing safety meeting materials, toolbox talks, sign-in sheets, and employee communications.
- Track due dates for certifications, inspections, training, and other safety-related requirements.
- Contact vendors regarding safety supplies, personal protective equipment, inspections, repairs, and services.
- Help maintain organized records for audits, inspections, and regulatory documentation.
- Assist with the distribution and collection of safety forms and documents.
General Administrative Support
- Answer phone calls, respond to emails, and communicate professionally with employees, candidates, and vendors.
- Prepare letters, reports, spreadsheets, presentations, and other business documents.
- Maintain calendars, schedule meetings, and coordinate appointments.
- Order office, training, and safety supplies as directed.
- Maintain confidentiality when handling employee, applicant, medical, and company information.
- Provide clerical assistance for special projects and departmental initiatives.
- Perform other related administrative duties as assigned.
Qualifications
- High school diploma or equivalent required.
- Associate degree or additional education in human resources, business administration, or a related field preferred.
- At least one year of recruiting, human resources, or administrative support experience preferred.
- Previous experience scheduling interviews, communicating with applicants, or using job-posting platforms is strongly preferred.
- Strong computer skills, including Microsoft Outlook, Word, Excel, and PowerPoint.
- Strong written and verbal communication skills.
- Excellent organizational, time-management, and follow-up skills.
- Ability to manage multiple assignments and meet deadlines.
- High level of accuracy and attention to detail.
- Ability to communicate professionally with employees, candidates, managers, and outside vendors.
- Ability to handle confidential and sensitive information appropriately.
- Experience working in a manufacturing or industrial environment is preferred but not required.
Physical and Work Requirements
- Primarily performs work in an office environment.
- Regularly uses a computer, telephone, printer, and other standard office equipment.
- Must be able to sit or stand for extended periods.
- Must occasionally walk through manufacturing or operational areas while following all required safety rules and wearing required personal protective equipment.
- Must occasionally lift and carry office supplies, training materials, or similar items weighing up to 25 pounds.
Core Competencies
- Organization and attention to detail
- Professional communication
- Dependability and follow-through
- Confidentiality and discretion
- Customer-service mindset
- Initiative and problem-solving
- Teamwork and flexibility
- Ability to prioritize multiple responsibilities
Benefits
- Health Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Paid Time Off
- 401(k)
