Job Details
POSITION TITLE: Administrative Support Specialist-HR-Operations
PROGRAM: Human Resources-Corporate Compliance-Facilities
GENERAL STATEMENT OF RESPONSIBILITIES:
The HR Administrative Support will provide professional administrative support for Human Resources, Compliance, Facilities and Safety as needed to facilitate efficient business operations for the organization. This position is responsible for independently performing a wide range of confidential administrative and business function activities relating to, and including personnel and operational matters, filing, database maintenance, projects and other routine administrative tasks. The Administrative Specialist must demonstrate strong interpersonal skills, handle sensitive and confidential situations and information with tact and diplomacy, while working with all levels of the organization. The Administrative Support will follow Wellmore s mission and demonstrate ethical and professional behavior.
SUPERVISION:
Supervised by: Human Resources Director
EXAMPLES OF RESPONSIBILITIES:
- Provides administrative and clerical support to senior leadership teams.
- Organize and maintain paper and electronic filing systems, contributing to the creation of organizational systems.
- Organize and maintain the human resources filing system; ensures accuracy of confidential personnel files and employee records.
- Assists with recruiting efforts including scheduling interviews, preparing offer letters, coordinating and scheduling pre-employment screens, and conducting routine references as needed.
- Prepare and maintain confidential information and data while maintaining employee confidence and protecting operations by keeping human resources and other related information confidential.
- Prepare complete orientation packets with all necessary documentation. Coordinate orientation day, ordering food/beverages, preparation of agenda and/or other meeting materials for attendees and presenters.
- Prepare a variety of correspondence and departmental forms and materials ensuring completeness, accuracy, grammar, punctuation and spelling.
- Maintains records and prepares documents, and organizational materials for programs within specific departments.
- Provides administrative support and correspondence to ensure health and safety compliance is met.
- Assist in ordering and delivering employee anniversary gifts.
- Assist in organizational wide employee correspondence for life events such as acknowledgements for condolences etc.
- Efficiently operate various office machines including copiers, printers and facsimile machines.
- Ensure that the strictest of confidentiality is always maintained.
- Work cross-functionally with other departments as needed.
- Help maintain a welcoming, professional and friendly work environment.
- Other duties as assigned by supervisor or senior management.
QUALIFICATIONS:
- Ability to exercise discretion and maintain strict confidentiality in handling sensitive materials and confidential employee and client information.
- Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even with conflicting demands.
- Demonstrated ability to multitask, prioritize tasks, meet deadlines and work effectively with conflicting and competing deadlines and time constraints.
- Excellent organizational skills with strong attention to detail.
- Demonstrated ability to work in a team as well as independently.
- Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook.
- Ability to represent Wellmore professionally.
EDUCATION & EXPERIENCE:
- Associates degree preferred with at least one year of related experience with human resources or compliance administrative support Or High School diploma with at least two years of related administrative experience with human resources or compliance administrative support.
- Able to work independently, be proactive and exercise sound judgment. Must be able to handle confidential and sensitive information in a professional manner.
- Proficient computer skills Microsoft Office and Office 365: Word, Excel, PowerPoint, Adobe, Outlook, SharePoint, Microsoft Teams and electronic data management. Experience with Paycom helpful.
- Excellent interpersonal, verbal and written communication skills
- Proven ability to prioritize, organize and manage multiple tasks effectively and efficiently
LICENSURE/CERTIFICATION/REGISTRATION:
Valid driver s license with good driving record.
CONTINUED COMPETENCY:
Must maintain a satisfactory performance evaluation.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write clear, accurate and logical routine reports and correspondence. Ability to speak effectively before groups of customers and/or employees of organization.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram or schedule form.