Human Resources Administrative Assistant

Job Summary:

Provide administrative support to the Human Resources Department including organizing and recording personnel data and specific reporting requirements for HR information.

Job Duties & Responsibilities:

• Collect, organize and record all employee documents in their electronic files.
• Responsible for background check processes to insure each step is accurately completed for each regulatory department.
• Process records requests for employees and auditors needing information from employee files.
• Verify all new employee documents in the new file as a peer review for those documents entered at hire.
• Assist employees with general inquiries for system training, errors, and locating needed records on request.
• Record training to employee training transcripts as well as their employee file.
• Provide employee related status updates to the Director of Human Resources including but not limited to required certifications, health screenings, background checks, and licensure reporting.
• Update employee records with current TB results, licensure requirements and certifications.
• Process, file and maintain records for the Human Resources Departments including correspondence, invoices, receipts and other records in alphabetical or numerical order or according to the filing system used.  Purge and remove files as needed.
• Record and organize department meeting minutes.
• Coordinate and update calendars for meeting rooms as days and times are requested.
• Perform administrative support tasks, such as proofreading, transcribing handwritten information; prepare memos, correspondence or other documents.
• Conduct 5 employee file audits monthly.  Share audit results with all HR Department staff to review findings and correct changes as needed.
• Assist the HR department with special projects as needed.
• Distribute mail outs as needed.  
• Scan or read materials to determine how and where they should be classified or filed.
• Sort or classify information according to guidelines, such as content, purpose, user criteria or chronological, alphabetical or numerical order.
• Transmit information or documents using computer, mail, or fax machine.
• Collect, sort, distribute, or prepare mail, messages or courier deliveries.
• Assist with operation of telephone system, screen or forward calls, providing information, taking messages or scheduling appointments.
• Follow Health Insurance Portability and Accountability Act (HIPAA) privacy rule to insure protected health information is secure
• Maintain confidentiality and privacy of other information and knowledge received.
• Maintain knowledge and understanding of Easter Seals Southern Georgia policies and procedures.
• All other duties as assigned.

Essential Functions:

• Ability to bend, stoop and physically maneuver to organize documents and files.
• Ability to lift, push and pull a minimum of 50 pounds.
• Use of technology and office equipment including:  telephone switchboard, computer, email, Microsoft Office Suite, fax, printer, postage machine, copier, scanner, and records management systems.   

Job Specifications (Characteristics to perform successfully):

• Exhibit a high level of customer service with accurate response and follow through for inquiries.
• Possess careful attention to detail and accuracy to properly manage records.
• Develop and maintain positive and productive relationships with staff, visitors and other contacts.
• Ability to manage time effectively.
• Exhibit extensive organizational skills.
•  Ability to communicate information and ideas in writing so others will understand.

Minimum Qualifications:

•   High School Diploma or approved equivalency certificate.
•   3 years administrative support experience.