Human Resources Assistant

POSITION SUMMARY:

Administration of the day-to-day operations of the human resources function effectively handling sensitive, confidential employee information. Respond to employee questions and external queries concerning a variety of HR matters.

ESSENTIAL FUNCTIONS:

1. HR Administration - Through company systems and communication mechanisms, proactively lead administration for the Human Resources department to support and fortify our workforce and the Company, always applying appropriate confidentiality and discretion.

• Administrative Support - Administratively support the HR team and workforce.

• Maintain electronic and hard copy employee, benefits, and departmental files.

• Schedule meetings, on an individual, team, and Company-wide scale.

• Maintain the HR mailbox and respond to employee, vendor, and other incoming inquiries.

• Originate and track HR team meeting agendas and related action items and notes.

• Respond to internal and external verifications of employment.

• Update organizational charts.

• Provide backup support to the Head of HR.

• Collect and distribute HR mail.

• Prepare and submit expense reports.

• Book business travel, as needed.

• Order department supplies.

• Provide front desk backup support.

• HRIS & Reporting

• Create, run, prepare, and communicate periodic and ad hoc reports from the Human Resources Information System (HRIS)

• Audit employee data and file feeds.

• Execute data gathering and input projects.

• Input, review, and confirm data in the HRIS system.

• Respond to audit requests.

• Budget & Accounting

• Process and code invoices.

• Administratively maintain HR and Benefits budgets.

• Communicate and support accounting and Payroll processes.

• Prepare and submit expense reports.

• Employee Experience

• Create and distribute employee commitment awards.

• Arrange gestures of support, life event gifts, and other employee experience actions.

• Author, review, edit, and distribute company- and group-wide communications.

• Update intranet and other internal and external communication channels.

• Provide event planning and execution support.

• Assist with employee onboarding.

• Provide support for Company philanthropic activities, as assigned.

• Execute employee experience program aspects as needed.

• Benefits

• Reply to employee benefits inquiries.

• Communicate with vendors regarding employee benefits matters.

• Assist with planning, communication, and execution of Open Enrollment.

• Prepare and track Leave of Absence (LOA), Family Medical Leave Act (FMLA), Consolidated Omnibus Budget Reconciliation Act (COBRA), and other benefits documents.

• Audit billing, enrollment, and other benefits reports.

• Support Wellbeing program activities.

• Special Projects

• Assist with special projects such as position description maintenance, HRIS data input, internal and external internet updates, and any others.

• Perform research, data analysis, and synthesis as necessary/requested.

SECONDARY RESPONSIBILITIES:

• Provide back-up support for HR team and Office Management, as necessary.
• Maintain, share, and apply knowledge of relevant legislation changes.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

Education - High school diploma, or equivalent.

Further Training - N/A

Professional Experience - At least 3 years of administrative experience.

Computer Skills -

• PC proficiency to include (to include but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.

Mobility - Occasional travel to Company offices.

Other Requirements -

• Demonstrated ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Strong applied writing, grammar, spelling, and proofreading capabilities.
• Keen attention to detail and application of accuracy.
• Efficient work execution and follow-through to meet deadlines.
• Provision of customer-focused service and team mentality.
• Professional in-person, phone, and written etiquette.
• Applied prioritization and multi-tasking,
• Demonstrated interpersonal and organizational skills.

EQUIPMENT OPERATION:

• Standard office equipment including PC, telephone, copier, fax machine, printer, etc.