JOB SUMMARY: The Administrative Assistant will support the overall operations of the Human Resource (HR) Department as s/he works to meet the HR Director’s needs and initiatives. Specific duties include but are not limited to:
Demonstrating and maintaining a professional, friendly, and Customer Service-focused demeanor.
Adapting to change and promoting organizational initiatives.
Completing monthly regulatory reports to include running Compliance Registries, and Office of Inspector General (OIG) Reports.
Overseeing the Referral and Retention Bonus programs.
Tracking and maintaining professional licenses, certifications, and annual performance appraisals.
Overseeing the collection of American Disability Act (ADA) and Affirmative Action (AA) data and compiling reports as needed.
Preparing the annual audit of Worker Compensation codes for review with Worker’s Compensation broker.
Creating uniformity and maintaining up to date job descriptions for agency positions.
Providing requested documentation for audits/surveys.
Supporting the completion of annual staff survey and additional surveys to collect data and gauge personnel interests, needs, and/or satisfaction.
Attending meetings and taking minutes at the request of the HR Director as needed.
Answering incoming calls, correspondence, and inquiries, and directing questions/information to the applicable HR employee.
Filing, scanning, faxing, copying, calling, editing, creating and managing data tracking spreadsheets, and other general clerical tasks.
Performing backup responsibilities for payroll.
Performing backup responsibilities for hiring personnel.
Performing other duties as assigned to ensure the HR Department’s goals are met.
The Human Resource Department supports all other departments at Orange Grove and works collaboratively with internal and external stakeholders. As such, the person in this position must continually demonstrate a superb work-ethic, maintain confidentiality, display professionalism and leadership attributes, communicate timely and effectively, and uphold the mission, policies, and procedures of Orange Grove Center.
This is a newly created position, and duties and assignments will change and fluctuate as business needs dictate.
EDUCATION: Bachelor’s degree preferred, experience considered. At least two years of administrative assistant experience is required. At least one year of human resources experience is preferred. Membership in SHRM or other HR related organizations is a plus.
TECHNICAL JOB KNOWLEDGE: Consistent demonstration of integrity, professionalism, and confidentiality. Excellent verbal and written communication skills. Excellent interpersonal skills, organizational skills, and attention to detail. Excellent time management skills with a proven ability to meet deadlines. Strong analytical and problem-solving skills. Ability to prioritize tasks. Proficient with Microsoft Office Suite and related software. Proficiency with or the ability to quickly learn the organization’s HRIS and talent management systems.
PHYSICAL REQUIREMENTS: Good overall physical health and personal stamina. Physical examination, including TB skin test or chest x-ray is required prior to employment. Prolonged periods of sitting at a desk and working on a computer. Must be able to lift 15 pounds at times. Must be able to access and navigate the organization’s facilities and worksites.
SUPERVISORY REQUIREMENTS: Reports Directly to the Human Resources Director and supports the clerical needs of the Human Resources Department.
