Human Resources Office Administrative Assistant

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
• Anticipate associates' needs, respond promptly and acknowledge all associates.
• Maintain positive associate relations at all times.
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
• Maintain knowledge of all hotel services/features and hours of operation.
• Access all functions of computer.
• Set up workstation with necessary supplies and resource materials.
• Answer telephone according to Peabody Service Excellence practices.
• Greet all individuals arriving at office and assist with their needs.
• Document and maintain appointment calendar for Assistant Director of Human Resources.
• Make telephone calls to specified individuals as requested by the Human Resources Team.
• Maintain accurate trace files and communicate daily traces to Assistant Director of Human Resources.
• Maintain filing systems and procedures.
• Prepare and send faxes; receive and distribute faxes to appropriate personnel.
• Make photocopies.
• Type correspondence, memos and reports.
• Update employee files and computer base according to information listed on respective AA.
• Complete and distribute INS forms.
• Prepare updated list on bi-lingual employees and distribute.
• Prepare and distribute in-house job postings.
• Greet job applicants and provide instructions on completing applications.
• Screen applicants.
• Route applications to respective department managers; assist in scheduling interview appointments. Send regret letters where designated.
• Maintain log of daily application activity.
• Conduct reference checks.
• Maintain application files.
• Prepare and send correspondence on job offers to specified applicants.
• Assist in processing new hires and transfers by explaining instructions on completing all appropriate forms.
• Prepare paperwork and nametags for new employees and replacements for current employees.
• Process paperwork for terminations.
• Complete all departmental forms/reports and distribute:
• W-4.
• AA.
• I-9.
• WOTC.
• Exit Interview.
• Monthly Labor Turnover Report.

33. Respond to requests for reference checks on previous employees.

34. Maintain a current manual on all departmental forms and form letters with instructions.

35. Prepare daily/weekly departmental payroll records and submit to Human Resources Director.

36. Document pertinent information in departmental logbook.

37. Review status of incomplete work and follow up actions with Assistant Director of Human Resources.

38. Maintain Human Resources Data Base and mark and pack files for storage.

39. Maintain positive associate relations at all times.

40. Maintain knowledge of open positions and obtain signed job descriptions.

41. Review new and updated job descriptions for spelling and content.

42. Monitor and update staffing requests on a daily basis.

43. Remain responsible for the open position listing update, maintenance, and posting on a weekly basis.

44. Conduct Exit interviews

SECONDARY JOB FUNCTIONS

• Assist Human Resources Team as assigned.
• Order refreshments for designated meetings through Room Service.
• Complete supply requisitions and submit to Director of Human Resources.
• Coordinate floral requests with authorized suppliers.
• Process requests for employee complimentary rooms.
• Attend designated meetings, take minutes, transcribe and distribute.
• Assist in organizing and participating in hotel events and job fairs.
• Complete special projects as assigned.
• Assist in preparation of Monthly Birthday and Anniversary Calendar and Cards.

Essential:

• High school graduate or equivalent.
• 1 years secretarial/administrative experience.
• 1 year experience in Human Resources.
• Accurately compute mathematical calculations (add, subtract, multiply and divide numbers).
• Fluency in English, both verbal and written.
• PC computer software knowledge/skill and experience.
• Ability to:
• perform job functions with attention to detail, speed and accuracy.
• Type 55 wpm accurately.
• prioritize and organize.
• be a clear thinker, remaining calm and resolving problems using good judgment.
• follow directions thoroughly.
• understand associate service needs.
• work cohesively with co-workers as part of a team.
• work with general supervision.
• maintain confidentiality of associate/guest information and pertinent hotel data.
• utilize basic office equipment.
• satisfactorily communicate with guests, management, co-workers and applicants in a courteous, empathetic and discreet manner.
• maintain regular and punctual attendance.
• adhere to Peabody grooming standards.
• uphold and exemplify Peabody Service Excellence.

JOB OVERVIEW:

Provide administrative support for the Human Resources Department, including typing, computer input, filing, tracing, tracking, answering telephones, printing reports, maintaining employee files and departmental records/logs. Assisting with the employment function to include background traces and drug screens.