SUMMARY:
Assists Human Resources Manager with various Human Resources administrative functions and performs administrative duties related to the operations of the branch or office.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Other duties may be assigned by the Human Resources Manager, Regional Vice President or General Manager.
- Answers phone and redirects calls in a timely manner.
- Manages office by ordering supplies, sorting mail, stocking office materials and greeting all office guests.
- Schedules and organizes appointments.
- Completes daily office opening and closing procedures including tidiness of the branch kitchen and conference rooms.
- Completes monthly reports and sends out monthly birthday cards to field personnel.
- Creates and enters new employee personnel information into the HRIS.
- Participates in company Quality Assurance initiatives, including record keeping, training and auditing.
- Examines employee files to answer inquiries and provides information to authorized persons. Assists with maintenance of uniform room cleanliness and inventory.
- Performs other clerical duties as needed, such as filing, photocopying and collating.
SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities.
The Human Resources Administrator I/Receptionist reports to the Human Resources Manager and is subject to supervision from the Human Resource Manager and Regional Vice President or General Manager.
COMPETENCY:
To perform the job successfully, an individual should demonstrate the following competencies:
- Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
- Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.
- Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
- Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
- Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment.
- Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
- Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
- Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
- Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.
- Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources;
- Prepares weekly (ISOT) Initial Security Officer Training Books and Orientation folders for classes.
- Corresponds with Marketing Department to provide client and officer updates, awards, birthdays, training schedules (etc) to be included in the Walden Report.
- Assists with recordkeeping related to employee information such as personal data, compensation, benefits, tax data, attendance, performance reviews or evaluations, and termination date and reason.
- Assists with administering pre-employment tests, drug screens, background checks and uniform ordering.
- Assists with updating employee files, documenting personnel actions, and providing information for payroll and other uses.
- Assists with verification of employment requests for employees.
- Assists with coordinating and scheduling new hires to attend (ISOT) Initial Security Officer Training classes.
- Assists with uniform assignments, exchanges, or reimbursements. Sets goals and objectives; Develops realistic action plans.
- Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
- Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
- Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
- Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
- Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
- Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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 AND/OR EXPERIENCE:
High school diploma or general education degree (GED); or one to two years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS:
Ability to calculate figures and amounts with basic addition, subtraction, multiplication and division with accuracy.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
COMPUTER SKILLS:
To perform this job successfully, the Human Resources Administrator I/Receptionist should possess intermediate skills in Microsoft Office software including Word, Excel and Outlook and should have working knowledge of applicant tracking systems (ATS), Human Resources systems (HRIS), internet programs and order processing systems.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Drivers License.
OTHER QUALIFICATIONS:
Ability to pass a drug screen and criminal background check.
Must be able to travel on a limited basis (less than 10%).
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, ability to adjust focus and ability to see and distinguish basic colors .
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Applicants/employees must have capacity to perform duties without risk to themselves or others. Qualified individuals must be able to perform the job requirements with or without reasonable accommodation.
The noise level in the work environment is usually quiet.
OTHER TASKS:
This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.
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