Human Resources Admin Assistant Bi-lingual a Plus

Summary
The Human Resources Administrative Assistant is responsible for assisting in the daily operations of the Human Resources Departments at Hotel Monteleone and Bienville House Hotel.  The individual will handle all administrative duties as assigned.

Essential Functions
To perform the Human Resources Assistant position successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.  Bi-lingual is a plus to assist with verbal and written correspondence.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Essential Duties and Responsibilities
• Greet all visitors (associates, candidates) to the Human Resources Office with a smile and warm welcome

• Answer the telephone lines in a prompt and professional manner:

a. Direct calls as appropriate

b. Respond to telephone inquiries by determining what caller is requesting; direct to the appropriate manager

c. Follow-up with associate concerns and questions in a timely manner

d. Serve as an information resource for internal and external customers as needed

• Assist when needed with any reports or other correspondence

• Respect the confidentiality of communications between all internal and external customers

• Ensure all filing systems are maintained and up-to-date including retention files:

a. Associates’ personnel files – active and inactive

b. Associates’ medical files – active and inactive

c. I9 files – active and inactive files

• Assist with maintaining Contract Associates’ files

• Maintain inventory of office supplies; order and follow-up

• Oversee Associates’ SAFTY-BINGO Game and other Associate Activities 

• Send out PTO reports as directed

• Check mail at least twice a day; handle accordingly; send outgoing mail

• Address and send out monthly anniversary and birthday cards

• Prepare handbooks for Associates’ Legacy Orientation Sessions

* Assist with Orientation from time to time

• Prepare name tags for new associates or replacement; issue Preferred Pins; charge accordingly

• Distribute critical information to the appropriate departments as required

• Prepare insurance packets for monthly Benefits Meeting

• Issue and maintain Associates’ parking sticker validation and contracts

• Maintain Human Resources bulletin boards and electronic readers

*  Participate in local job fairs 

• Other duties as assigned

Requirements

Competency
To perform the Human Resources Administrative Assistant position successfully, an individual should demonstrate the following competencies:

• Customer Service - Manage difficult or emotional associate situations; respond promptly to associate needs; solicit associates’ feedback to improve service; respond to requests for service and assistance; meet commitments

• Technical Skills - Assess own strengths and weaknesses; pursue training and development opportunities; strive to continuously build knowledge and skills; share expertise with others

• Problem Solving – Identify and resolve problems in a timely manner; gather and analyze information skillfully; develop alternative solutions; work well in group problem solving situations; use reason even when dealing with emotional topics

• Interpersonal - Focus on solving conflict, not blaming; maintain confidentiality; listen to others without interrupting; keep emotions under control; remain open to the ideas of others and try new things

• Oral Communication - Speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings

• Team Work - Balance team and individual responsibilities; exhibit objectivity and openness to the views of others; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; ability to build morale and group commitments to goals and objectives; support team’s efforts to succeed; recognize accomplishments of other team members

• Written Communication - Write clearly and informatively; edit and proof work for spelling and grammatical errors; vary writing style to meet needs; present numerical data effectively; ability to read and interpret written information

• Change Management - Develop workable implementation plans; communicate changes effectively; build commitment and overcomes resistance; prepare and support those affected by change; monitor transition and evaluate results

• Leadership - Exhibit confidence in self and others; inspire and motivate others to perform well; effectively influence actions and opinions of others; inspire respect and trust; accept feedback from others; provide vision and inspiration to peers and subordinates; give appropriate recognition to others; display passion and optimism; mobilize others to fulfill the vision

• Diversity - Demonstrate knowledge of EEO policy; show respect and sensitivity for cultural differences; educate others on the value of diversity; promote a harassment-free environment; build a diverse workforce

• Ethics - Treat people with respect; keep commitments; inspire the trust of others; work with integrity and ethically; uphold hotel’s values

• Organizational Support - Follow policies and procedures; complete administrative tasks correctly and on time; support hotel’s goals and values; benefit hotel through outside activities; respect diversity

• Strategic Thinking - Develop strategies to achieve hotel’s goals; understand hotel’s strengths & weaknesses; analyze market and competition; identify external threats and opportunities; adapt strategy to changing conditions

• Adaptability - Adapt to changes in the work environment; manage competing demands; change approach or method to best fit the situation; ability to deal with frequent changes, delays or unexpected events

• Attendance and Punctuality - Consistently arrive at work on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time

• Dependability - Follow instructions, respond to management direction; take responsibility for own actions; keep commitments; commit to long hours of work when necessary to reach goals; complete tasks on time or notify appropriate person with an alternate plan

• Initiative - Volunteer readily; undertake self-development activities; seek increased responsibilities; take independent actions and calculated risks; look for and takes advantage of opportunities; ask for and offer help when needed

• Innovation - Display original thinking and creativity; meet challenges with resourcefulness; generate suggestions for improving work; develop innovative approaches and ideas; present ideas and information in a manner that gets others' attention

• Judgment - Display willingness to make decisions; exhibit sound and accurate judgment; support and explains reasoning for decisions; include appropriate people in decision-making process; make timely decisions

• Motivation - Set and achieve challenging goals; demonstrate persistence and overcome obstacles; measure self against standard of excellence; take calculated risks to accomplish goals

• Planning and Organizing - Prioritize and plan work activities; use time efficiently; plan for additional resources; set goals and objectives; organize or schedule other people and their tasks; develop realistic action plans

• Professionalism - Approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; accept responsibility for own actions; follow through on commitments

• Quality - Demonstrate accuracy and thoroughness; look for ways to improve and promote quality; apply feedback to improve performance; monitor own work to ensure quality

• Quantity - Meet productivity standards; complete work in timely manner; strive to increase productivity; work quickly

• Safety and Security - Observe safety and security procedures; determine appropriate action beyond guidelines; report potentially unsafe conditions; use equipment and materials properly

Qualifications
The requirements listed below are representative of the knowledge, skills and abilities required for an individual to successfully perform the duties and responsibility of the Human Resources Administrative Assistant position:

• Excellent organizational and communication skills (both verbal and written)

• Guest focused

• Possess attention to detail

• Demonstrate the ability to multi-task

• Possess a typing proficiency of at least 40 WPM

• Demonstrate willingness to work in a fast paced environment

• Be a Team Player

Computer Skills
• Demonstrated proficiency utilizing Microsoft Office Suite to include:

o Microsoft Word

o Microsoft Excel

o Microsoft Outlook

o Microsoft PowerPoint

• HTML internet software

Language Ability
• Effectively interact and communicate in English and preferably Spanish with people from different backgrounds

• Read and comprehend simple instructions, short correspondence and memos

• Write simple correspondence

• Effectively present information in one-on-one and small group situations to internal and external associates and applicants

Math Ability
• Add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals

• Compute rate, ratio and percent

Reasoning Ability
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions

• Deal with problems involving a few concrete variables in standardized situations

Work Environment
• The noise level in the work environment is usually quiet

• The position is located in an office setting where the temperature settings are controlled

Physical Demands
• Frequently lift and/or move up to 25 pounds

• Occasionally lift and/or move up to 10 pounds

• Close vision and the ability to adjust focus

• Regularly sit, use hands to fingers, handle or feel and talk or hear

• Frequently walk and reach with hands and arms

• Occasionally stand and stoop, kneel, crouch or crawl

• Safely navigate multiple flights of stairs

Position Status and Availability
• Available to work a full-time, morning (AM) shift from 9:00a – 5:00p, Monday - Friday with flexibility to work overtime and/or on weekends according to demands of the business

Education and Experience
• A high school diploma or general education degree (GED) or

• Two (2) years related experience and/or training in a Human Resources Office

• Previous administrative, luxury hotel and/or related experience strongly preferred