Job Description

Job Description

Job Description

POSITION SUMMARY 

The Personnel Assistant will work closely with senior Personnel management in supporting the Human Resource functions such as: benefits administration, employee relations, training, performance management, on-boarding, separation processing, policy implementation, recruitment, affirmative action and employment law compliance. This position will provide administrative and clerical support to the Director of Personnel Administration and Vice President of Administration. This position requires in office presence and the essential functions cannot be performed remotely.

ESSENTIAL FUNCTIONS: 

• Lead the full life cycle recruitment process such as job description development and maintenance, job requisitions and job postings, applicant tracking, screening, connecting hiring managers with candidates, and supporting hiring and staffing needs company-wide internally and externally
• Partner with hiring managers to support staffing needs. Proactively utilize different sourcing methods and recruitment tactics to identify and attract quality candidates
• Assist with reviewing resumes and determine qualifications of candidates through a screening process
• Manage Applicant Tracking System, ADP Workforce Now 
• Assist managers with interview process, coordinate job offers and ultimately assist to fill open positions
• Perform employment verifications, reference and background checks and schedule physicals and drug screens for candidates
• Track and maintain open position staffing reports and other metrics
• Perform administrative duties relative to workforce transactions such as hires, promotions, transfers, terminations, leaves of absences and benefit plan participation such as data entry, creation and maintenance of personnel files and record retention.
• Lead on-boarding process of hired personnel; plan and conduct new employee orientation, new hire paperwork distribution and completion, I-9/E-Verify process, benefit data entry, etc.
• Work with branch personnel liaisons on new hire processes, wellness activities, etc.
• Work with hiring managers to ensure compliance with federal/state laws and regulations within the recruitment and hiring process.
• Manage application/resume file and retention according to affirmative action plan requirements
• Support the Director of Personnel Administration with various day-to-day activities and duties to include but not limited to benefits administration, employee relations, data entry, etc. to ensure compliance and process efficiency
• Assist with EEO/AAP compliance and reporting
• Assists in the compilation of preparation of routine and ad hoc reports, forms and projects as requested
• Serve as front-desk back-up support to the Receptionist. Cover front-desk during breaks, absences and vacations.
• Perform other administrative, clerical support and other duties as requested, directed or assigned by Director of Personnel Administration and Vice President of Administration.

POSITION QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Individual must have a high-level of trust as it relates to withholding confidential information from unauthorized personnel. 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 : High school diploma required
• Experience : Minimum one (1) year of related work experience, as well as proficiency in office administrative duties in fast-paced environment preferred. Human Resources/Recruiting experience a plus.
• Skills : Must possess the ability to exchange information on factual matters, schedule appointments, greet visitors, explain company policies and procedures, and/or relay messages to appropriate personnel. Demonstrates courtesy and tact when dealing with internal and external customers. Ability to multi-task with accuracy required. Can effectively prioritize requests, respond timely and resolve issues with speed and quality. Strong computer skills with an advanced level of proficiency in standard business software applications such as Microsoft Office, Excel, and HRIS systems required. Experience using ADP Workforce Now preferred. Must possess analytical skills to gather and interpret data for multiple reporting deadlines. High degree of detail orientation and confidentiality

PHYSICAL DEMANDS & WORK ENVIRONMENT: 

The physical demands described here are representative of those that must be met by personnel to

successfully perform the essential functions of the Personnel Assistant job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the personnel must have sufficient physical ability and mobility to work in an office setting to perform office administrative work. While this is primarily a sedentary role, personnel in this position have the flexibility to stand, stretch and/or walk as needed to break up extended periods of sitting. The personnel will routinely use a multiphone switchboard phone system and regularly be required to talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment (key board, mouse, computer, printer, postage machine, telephone); reach with hands and arms; occasionally required to stand; walk and stoop, kneel, crouch, and bend. Personnel will frequently lift and/or move/push/pull up to 20 pounds and occasionally lift and/or push/pull/move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision and the to adjust focus. This job operates in a professional office environment.

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