Under the general direction of the Chief Human Resources Officer (CHRO), the Admin Assistant will provide administrative support to the HR and Volunteer Services department ensuring smooth operations and assisting with various HR related functions. This role involves handling confidential information, managing HR documentation, and providing general administrative support.
EDUCATION AND/OR TRAINING REQUIRED: High School diploma or GED required. AA/AS in Human Resources or business-related degree preferred.
EXPERIENCE/SPECIFIC SKILLS AND ABILITIES REQUIRED:
- Minimum two years of related office/administrative assistant experience sufficient to acquire skills in office organization, documentation, and communications. Human Resources experience preferred.
- Strong organizational and time management skills.
- Excellent communication skills, both verbal and written.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to handle sensitive information for confidentiality.
- Detail-oriented with strong problem-solving skills.
- Ability to work independently and as part of a team.
PRIMARY RESPONSIBILITIES:
Human Resources
- Collect and maintain all personnel/medical documentation/files (including terminations) for employees in an organized manner for easy retrieval.
- Maintains and updates employee records in HR database.
- Conducts quarterly audits of personnel to ensure ongoing quality and compliance with regulatory and SFR requirements. Informs CHRO of any discrepancies or missing information and follows up with appropriate parties.
- Assist with the onboarding process including initiating onboarding for all new hires in HR database and via DocuSign.
- Conducts reference checks, OIG, verification of employment and license checks for all new hires and current staff members as required elevating concerns to CHRO. Completes and verifies I-9 forms and documents.
- Initiates and maintains background screenings via AHCA for new hires and renewals for current employees.
- Maintains and distributes monthly birthday and anniversary reports for employees an volunteers to all department heads.
- Audits and maintains all licenses, auto insurance, competency assessments, etc on a monthly basis ensuring compliance at all times.
Volunteer Services:
- Collects and maintains all new onboarding and renewable HR documentation for volunteers personnel files.
- Maintains physical and electronic filing systems for the Volunteer Department.
- Assists with the onboarding process including conducting OIG checks, reference checks, and initiates signing of required policies.
- Inputs volunteer information into Electronic Medical Record.
- Maintain and update birthday and anniversary lists on Intranet.
SECONDARY RESPONSIBILITIES
- Performs other duties as assigned by department head.
- Serves as back up receptionist, answering incoming telephone calls on multi-line system and appropriately routing calls to individuals, voicemails or taking messages based upon protocol.