HR Administrative Assistant

Position Summary

Reporting to the HR Manager, this position provides a variety of human resources administrative dutiesrequiring confidentiality, discretion, independent judgement, attention to detail and multitasking. Assistant maintains the employee database records, contractor files, personnel records and performs other HR administrative duties in support of employee records, employee relations, benefits, payroll and miscellaneous employee activities.

Duties And Responsibilities

• Collects audits and accurately enters personnel data into the HR database: all new hire data, status changes, and other personnel changes on a regular basis.
• Audits incoming documents required for HR records and payroll. Ensures documents are received and entered on a timely basis, prioritizing as needed to ensure payroll data is set up and not interrupted.
• Provides back up to the Payroll Specialist regarding MITC time and attendance system. Filters questions and assists with training to employees at various sites, as needed.
• Reviews personnel documents to ensure they are completed correctly and ready for filing in employee personnel records. Communicates with management or employee if key information is missing as needed for processing payroll and employee records compliance.
• Conducts follow ups and notifies management if documents are still missing for new hire set up or status changes. Communicates with employees as needed.
• Initiates the creation and file order of the hard copy employee personnel files.
• Maintains the filing of employee documents in the personnel file and prepares files for annual confidential archives of personnel files.
• Submits new hire MVRs to Property Department for driver eligibility determination and approval.
• Processes approved internal public notary applications and maintains appropriate files as requested.
• Collects, reviews, ensures all Independent Contractor documents are received. Sets up files, initiates approval process, and copies accounting documents for Accounts Payable. Keep HRM abreast of any incoming IC contracts received.
• Works with HR team, participates in HR department meetings and communicates regularly with HRM.
• Provides verification of employment of current and former employees using interface with HRIS or personnel records.
• Provides customer services to all seeking HR assistance and interact with all levels of personnel. Adheres to agency policies and procedures.
• Assists in preparing disability claim forms and documents for submission to insurance company.
• Initiates the creation of company emails by submitting new hire data into Adaxes system for IT processing.
• As needed:
• Assist with HR projects, audits, and preparation of reports;
• Prepares new hire and benefits enrollment packets;
• Performs general clerical functions: orders office supplies and copier paper, routes and distributes mail;types material, prepares correspondence, reports and other documents.
• Maintains corporate confidence, keeps information confidential and in compliance with agency policies andprocedures.
• Other responsibilities as assigned and some travel is required.
  
  

Minimum Qualifications

• High school diploma or GED. Four (4) years prior work experience In HR administrative support positionor any equivalent combination of higher level of related education and experience that provides the requiredknowledge, skills and abilities needed.
• Intermediate proficiency in MSWord, Excel, database programs, and Solomon human resources/financial orcomparable HRIS software..
• Knowledge of federal and state employment/labor laws.
• Customer relations experience, well organized, good listening and time management skills,
• Effective verbal, written, interpersonal communication and people skills.
• Detail oriented, keyboard ability, extensive knowledge/experience with Microsoft applications- Excel,Word, Power Point and Outlook.
• Valid Arizona driver's license that will be reviewed and approved by corporate auto insurer.
  
  

OR

• Any combination of academic education, professional training or work experience, which demonstrates theability to perform the duties of the position.
  
  

Preferred Qualifications

• Associate's degree in a related field, or any combination of higher level education, professional training orwork experience which demonstrates the ability to perform the duties of this HR position.
• HR database/HRIS experience
• Customer relations experience and ability to handle confidential information
• Ability to multi-task, manage priorities, and proven communication skills.
• Experience in organizing, tracking and reporting information with special attention to detail.
• Self-motivated, a fast-learner, dedicated, and a team player.
• Strong attention to detail and follow-up.
  
  

Physical Requirements

• Must be able to see/read a computer monitor screen and keyboarding abilities.
• Must be able to lift and carry fifteen (15) pounds.
• Must be able to sit for long periods.
• Some travel is required