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JOB SUMMARY:
The Administrative Assistant in Human Resources performs a variety of personnel and clerical duties associated with filing, maintaining employment records, and basic functions relative to customer service. Provides thorough, prompt, and quality administrative support to the HR Team. This position will also assist with the administration and execution of the company’s comprehensive COVID-19 compliance programs.
The Administrative Assistant in Human Resources performs a variety of personnel and clerical duties associated with filing, maintaining employment records, and basic functions relative to customer service. Provides thorough, prompt, and quality administrative support to the HR Team. This position will also assist with the administration and execution of the company’s comprehensive COVID-19 compliance programs.
DUTIES AND ESSENTIAL JOB FUNCTIONS:
Interact with associates and managers on COVID-19 related questions and provides guidance with a commitment to the health and safety of the workforce as needed.
Maintain up-to-date knowledge of federal, state, and local COVID-19 regulations.
Communicate, investigate, and coordinate with associates who have confirmed a positive COVID-19 diagnosis or suspect a COVID-19 condition as needed.
Review COVID-19 test results and determine appropriate action based on company protocol as needed.
Conduct contact tracing as appropriate following CDC and company guidelines as needed.
Clear associates to return to work who have experienced or been exposed to COVID-19 related symptoms or tested positive as needed.
Elevate complex COVID-19 related incidents to the HR team.
Maintain COVID-related logs, Summary Reports and timely distribution of Exposure Notices as needed.
Provide advice and expertise to all levels of Associates regarding HR policies, programs, practices and processes.
Responsible for daily administrative tasks of the Human Resources department including filing, scanning, faxing and distribution of faxes, copying, organizing departmental files, ordering and maintaining supplies, and other HR administrative support services.
Fosters and maintains customer satisfaction through friendly, effective and efficient handling of employee questions in person and on the phone.
Takes initiative to interact with department team members and assist with tasks.
Maintains electronic and hardcopy employment records, prepares required documents as needed, and maintains the HR archive system.
Handles sensitive employee and company information with a high level of professionalism and confidentiality.
Prepares New Hire Packets for orientation and other employee packets as necessary.
Assists with handling termed employee records (Form I-9; Pre-employment packets).
Assists with set-up/clean-up of company functions (i.e. birthday, luncheons, and Associate recognition events); and other activities.
Maintains corporate office equipment, by placing service calls and ensuring copiers/faxes are ready for use on a daily basis.
Maintains copier counts on a quarterly basis and allocates for accurate department usage charges, processes invoices for copiers and office supplies.
Assists with additional HR projects and performs research as requested.
REQUIRED KNOWLEDGE SKILLS AND ABILITIES:
Possess high level of confidentiality, reliability, and dependability.
Must be very detail oriented, demonstrate extreme accuracy and thoroughness with work, strong ability to follow procedures and maintain professionalism, and be very well organized.
Strong analytical skills and strong critical thinking skills with the ability to solve problems and make informed, thoughtful decisions.
Demonstrate excellent verbal, written and communication skills.
Strong interpersonal skills, with ability to get along with internal and external customers.
Ability to show initiative, be able to multi-task, and adapt to change and maintain workload in a fast-paced environment.
Must be advanced and proficient in MS Office (Word, Excel, Outlook, etc.), office machinery, strong email correspondence skills and ability to prioritize tasks and responsibilities.
Ability to understand, apply and comply with all company policies and procedures and local, state and federal regulatory compliance.
REQUIRED LICENSES/CERTIFICATION:
Must possess a valid driver’s license and proof of auto insurance.
EDUCATION/EXPERIENCE:
High School Diploma or General Educational Development (GED) required.
Minimum two years work experience as an Administrative Assistant.
HR Certification preferred, but not required.
At least 2 years’ experience in Human Resources and/or corporate fast-paced environment.
Experience and knowledge of COVID-19 administration preferred.
Western National Group is an Equal Opportunity Employer. All applicants will be considered without regard to race, color, ancestry, national origin, religion, creed, age (over 40), disability, mental and physical, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, and military and veteran status or any other legally protected status. IND123
